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Terms & Conditions

The legally binding rental agreement between Rentitem.lk Pvt Ltd and the party named in the relevant invoice. By renting equipment or purchasing services from us, you agree to be bound by these Terms.

Table of contents

Introduction
Rental Equipment and Services
Rental Period
Eligibility for Rental
Late Return
Payment Terms
Cancellation and Refund Policy
Pick-up Order — Customer Responsibility
Delivery Order — Customer Responsibility
Damage, Loss, or Theft
Legal Compliance and Governing Law
Miscellaneous
Security for Customer Pickup Items
Technical Operator
Data Collection and Monitoring Policy
Annexes — Item-Specific Conditions
Policy Changes and Amendments

01. Introduction

This document constitutes a legally binding agreement between Rentitem.lk (Private) Limited (hereinafter referred to as "the Company") and the party named in the relevant invoice (hereinafter referred to as "the Client"). By engaging in rentals or service purchases from the Company, the Client acknowledges and agrees to be bound by these Terms and Conditions.
The Company utilises Artificial Intelligence (AI) automation systems for the purpose of booking, verification, and communication. These AI processes assist in: verifying customer identity, detecting fraudulent activity, optimising booking accuracy, and maintaining secure communication logs.
All AI-based processes operate under the Company's Data Collection and Monitoring Policy (Section 15).

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 utilise 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.

04. Eligibility for Rental

Sri Lankan Citizens Only: Rentitem.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: Rentitem.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.
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: Rentitem.lk may require renters to provide proof of address, such as a utility bill or bank statement.
Official Request (Organisations): Rentals for businesses, government entities, or other organisations must be accompanied by an official request from a responsible person within the organisation — sent from an official WhatsApp number, an official domain email address, or as a letter on the organisation's letterhead.
Rental History & References: Rentitem.lk reserves the right to check the renter's rental history with other rental services, and may request references from previous rental services or employers.
Discretion: Rentitem.lk reserves the right to refuse rental services to any individual who does not meet the eligibility criteria or who has previously violated these Terms and Conditions.

05. Late Return

Definition: 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.
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 favour 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 finalise 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. Equipment will not be delivered or available for pickup until the full payment is received.

07. Cancellation and Refund Policy

Cancellation Fee: All cancellations, regardless of timing, will incur a 10% cancellation fee deducted from the advance payment or total amount paid.
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: Customers are responsible for ensuring that all items are in proper working condition and suitable for their intended use. Inspect each item thoroughly for any existing damages or issues before taking possession.
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. Damages will be charged at the current market value of the item or the cost of replacing it with the same or a similar product.
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 Procedure: Items must be returned to the designated Rentitem.lk location, following the proper return procedure including signing return documents and obtaining a receipt or acknowledgment from staff.

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 and report any issues to the delivery team immediately.
Provision of Installation Requirements: The Client must provide all necessary installation requirements — 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, 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.
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.
Reporting Equipment Failures: Any equipment failures or malfunctions during the rental period must be reported immediately to our company hotline.
Timely Availability for Pickup: The Client must ensure that all rented items are available for pickup at the agreed-upon time and location. Delays 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. Damages will be charged at current market value.
Third-Party Equipment and Compatibility: We do not assume any responsibility when customers connect third-party equipment, software, or services to our products.
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: 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.
Minimum Charge: The minimum charge for loss or theft of any rented item will be a minimum amount of LKR 1,000.
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, social media links and images, direct camera photos, invoices and order documents, payment receipts, message screenshots, and copies of NIC, 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 — 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.
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.
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 agreed 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: Appropriate breaks and rest periods are mandated for the well-being and effectiveness of our technical operators, planned in coordination with the event schedule.

Conduct & Logistics

Food and Refreshments: Customers are not required to provide food and refreshments for the half-day working period. For extended full-day and full-day periods, customers must supply food and refreshments for technical operators and assistants. If not provided, the costs will be added to the final invoice.
Dress Code: Our operators typically arrive wearing Rentitem.lk branded t-shirts, trousers, and shoes — or smart casual attire. Inform us before the rental day if you have specific preferences.
Misbehaviour and Conduct: Rentitem.lk maintains a zero-tolerance policy for misbehaviour or misconduct by technical operators. Customers are also expected to treat operators with respect; any abuse or harassment may result in immediate termination of services without a refund.
Safety Measures: Operators are trained to follow stringent safety protocols. Customers must also ensure that the event or project site complies with safety standards. Hazardous conditions should be rectified prior to the commencement of work.

Operator Responsibilities

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 adjustments as needed.
Troubleshooting and Repairs: Operators are trained to quickly diagnose and resolve technical issues to minimise disruptions.
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 and perform the setup. If you require an operator for the equipment, a technical operator must be ordered separately.

15. Data Collection and Monitoring Policy

15.1 — 15.3 Overview, Data Types, Purpose

Rentitem.lk (Private) Limited collects, stores, and processes customer data to ensure rental security, verify identity, prevent fraud, and maintain operational records.
Data Types Collected: Full name, NIC, or passport details · Phone numbers, email addresses, and IP addresses · Facebook profiles, online images, and public social media information · Chat and communication logs from WhatsApp, email, or website chat · Call recordings to and from official numbers · CCTV footage, photos, or screenshots relevant to verification · AI-analysed communication data for fraud detection.
Purpose: Verify customer identity and rental eligibility · Prevent fraud, theft, and misuse · Serve as evidence for disputes or legal actions · Improve customer service and communication · Support AI automation in verification and process efficiency.

15.4 — 15.7 Retention, Publication, Marketing & Consent

Retention and Security: All data is securely stored and retained for a minimum of three (3) years from the date of transaction. The Company follows Sri Lankan ICT and privacy compliance standards to safeguard information.
Publication of Evidence: In cases of fraud, theft, or harassment, the Company reserves the right to publish relevant data (such as chat logs, images, or identity proofs) on its website or social media for recovery and safety purposes.
Marketing Use of Event Media: Unless otherwise requested in writing before the event, the Client grants Rentitem.lk permission to use event photos or video content captured during Company-provided services for promotional or marketing purposes.
Consent: By using Rentitem.lk's services, the Client expressly consents to the Company's right to collect, store, analyse, and process such data, including AI-based automation, in accordance with this policy.

16. Annexes — Item-Specific Conditions

Additional conditions apply to specific equipment categories and services. The relevant annex below forms part of the Order Document.

Annex A — Laptop Rental

Data & Software Risk: The Company is not responsible for data loss, software corruption, malware, or technical failures during or after use.
Backups: The Client must back up all personal and business data prior to use; the Company will not perform data recovery.
Software/Configuration Changes: Any software installation, OS reconfiguration, BIOS/firmware change, or partitioning by the Client voids rental warranty and may trigger re-imaging fees.
Credentials & Accounts: The Client is responsible for any accounts used or created on the device, including licensing compliance. Temporary admin access, if provided, must be removed at return.
Prohibited Use: Crypto-mining, password cracking, stress testing, illegal downloads, and any use that causes abnormal thermal or power load are strictly prohibited.
Physical Care: Liquid spills, drops, excessive force on hinges, and unauthorised repairs are prohibited and billable at current market cost.
Power & Environment: Use only supplied chargers; avoid exposure to heat, dust, or moisture; ensure proper ventilation.
Diagnostics & Logs: Rentitem.lk may use AI tools to log uptime and perform diagnostics solely for maintenance and audit purposes.
Security & Data Wipe: Devices are sanitised and data-wiped after return; the Client remains responsible for removing personal data before handover.

Annex B — Camera Rental

Media & Files: The Company assumes no responsibility for memory card corruption, unreadable files, or accidental deletion.
Optical/Sensor Damage: Physical damage to lenses, shutters, or sensors is billable at replacement value. Exposing a camera sensor or lens to laser/line-scanner beams (stage lasers, barcode scanners, LiDAR, high-power projectors) can permanently destroy the sensor — full repair or replacement cost will be charged.
Environmental Protection: The Client must protect equipment from sand, salt, dust, rain, and condensation; use weather protection where required.
Power & Firmware: Only approved batteries/chargers may be used. Unauthorised firmware changes are prohibited.
Stabilisers & Mounts: Use rated mounts/tripods only; drops or imbalance damage are chargeable.
Cleaning: Only microfiber/approved tools; scratched elements or dirty-sensor incidents causing service visits will be billed.
Metadata & Disputes: The Client authorises AI-assisted verification of EXIF/metadata and shutter counts solely for dispute resolution and maintenance.
Accessories: Hoods, caps, cages, media, and bags must be returned; missing items are billable.

Annex C — Drone Rental

Regulatory Compliance: The Client must comply with all Civil Aviation Authority of Sri Lanka (CAASL) rules — registration, no-fly zones, altitude limits, VLOS, and local authority permissions.
Operational Limits: No flights near airports, military/restricted areas, crowds, or during adverse weather. Night flights or BVLOS require proper authorisation.
Liability: The Company is not liable for property damage, injury, privacy violations, or penalties arising from illegal or unsafe operation.
Telemetry & Logs: Flight logs may be recorded and reviewed (including AI-based telemetry verification) for safety, maintenance, and incident analysis.
Batteries & Charging: Follow charging guidelines; swollen/damaged packs must not be used and will be charged at replacement cost.
Payloads & Modifications: Unauthorised payloads/modifications are prohibited. Gimbal/camera damage is chargeable.

Annex D — Television & Display Rental

Panel Care: The Company is not responsible for screen burn-in, image retention from static logos, dead pixels, or electrical surges caused by improper usage.
Protection & Power: Clients must use surge protectors/UPS where recommended; power damage is chargeable.
Mounting: Only approved stands/wall mounts (correct VESA and load rating) may be used; improper mounting damage is chargeable.
Cleaning: Use dry microfiber only; chemical damage to coatings is chargeable.
Transport & Packaging: Original packaging/crates must be used for any relocation; transport damage is the Client's liability.
Inputs & Settings: Forcing connectors or service-menu changes is prohibited.

Annex E — Audio & Microphone Rental

Operational Risks: The Company is not liable for damage from audio feedback, phantom-power misuse, over-SPL operation, moisture, or incorrect cabling.
Batteries & Consumables: Microphone batteries, pop filters, foam windscreens, and tape are consumables and billable unless stated in the invoice.
Wireless Use: The Client is responsible for lawful frequency use and interference risks; spectrum congestion may affect performance.
Weather & Hygiene: Protect from rain/sweat; lavaliers require basic hygiene (clips/foams returned).
Accessories: Missing clips, clamps, cables, or cases will be billed.

Annex F — Videography Service

Scope & Deliverables: Shot list, deliverables (formats, durations), and timelines are defined in the Order Document.
Edits & Revisions: Includes one (1) round of reasonable revisions unless otherwise agreed; additional rounds are billable.
Permits & Access: The Client must secure filming permissions, venue access, and talent/location releases where needed.
Marketing Use: The Company may use selected footage for portfolio/marketing unless prohibited in writing prior to the event.
AI Post-Production: AI tools may be used for stabilisation, denoise, colour, transcription, and captions.
Force Majeure / Platform Issues: The Company is not liable for third-party platform or utility outages.
Archiving: Project files are retained for 30 days after final delivery unless extended storage is purchased.

Annex G — Photography Service

Capture Scope: Coverage hours and deliverables are defined in the Order Document.
Model/Property Releases: The Client ensures necessary consents for identifiable individuals/venues.
Marketing Use: Images may be used for portfolio/marketing unless the Client restricts this in writing prior to the event.
AI Workflow: AI tools may be used for culling, enhancement, and cataloging; originals remain unaltered unless requested.
Raw Files: Requests for RAW files must be made before final delivery; fees and licensing terms apply.
Archiving: Edited deliverables are retained for 30 days after delivery unless extended storage is purchased.

Annex H — Gaming Setup, DJ, Live Streaming & Podcasting

Site Requirements: Stable power, adequate ventilation, safe space, and cable protection are mandatory.
Internet: Minimum upload speeds and wired connections may be required for streaming; the Client is responsible for venue internet unless otherwise ordered.
Licensing & Content: The Client is responsible for music licensing, copyrights, and takedown compliance, including platform policies and venue bylaws.
Noise & Curfew: The Client must comply with venue rules and applicable noise/time restrictions; fines or penalties are the Client's responsibility.
Operator Safety: DJ/podcast gear must be protected from liquids and public interference; barriers recommended for crowded events.
Accounts & Logins: Client-provided platform or game accounts remain the Client's responsibility; the Company will not store passwords post-event.
AI Assistance: AI may be used for scene detection, audio levelling, broadcast monitoring, and quality assurance.
Recordings: Where recording is requested, retention is 30 days unless otherwise agreed.

17. Policy Changes and Amendments

Amendment Authority: Rentitem.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 will become effective immediately upon posting on the Rentitem.lk website unless otherwise specified.
Binding Nature: All amendments 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.
Severability: 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.