Portable AC Rental Corp (Rental Agreement)

Portable AC Rental Co (Rental Agreement)

Terms and Conditions – Effective 12/12/18
Website: www.portableacrental.com

1. Agreement and Binding Effect

By renting portable AC units from Portable AC Rental Co (“Portable AC Rental,” “we,” “us,” or “our”), whether through our website, by phone, or in person, the customer (“Customer,” “you,” or “your”) acknowledges, understands, and agrees to be bound by these Terms and Conditions in their entirety.

Execution of this Agreement occurs when:

You make any payment toward the rental; or
You take possession of the equipment; or
You confirm a rental online or in person.

These Terms automatically apply to all past, current, and future rentals unless otherwise agreed in writing by Portable AC Rental. Any contrary terms in Customer’s purchase order or other documents are void.

2. Hold Harmless and Indemnification

Customer assumes full responsibility for the safe use and operation of all rented portable AC units and accessories. Customer agrees to indemnify, defend, and hold harmless Portable AC Rental, its owners, agents, and employees from and against any and all claims, damages, losses, injuries, liabilities, costs, or expenses (including attorney’s fees) arising out of or related to:

Customer’s possession, use, transportation, installation, or operation of the rented equipment;
Any damage to property (including floors, walls, furniture, electrical systems, paint, windows, doors, glass, or railings) caused by the rented equipment, installation tape, or accessories;
Any injury (including death) to any person, animal, or third party related to the use or misuse of the equipment, regardless of negligence by the Customer.

This clause shall survive the return of the rented equipment and termination of this Agreement.

3. Equipment Ownership and Condition

All rented equipment is and remains the sole property of Portable AC Rental Co.
Equipment must be returned in the same good working condition as received, except for ordinary wear and tear.
Customer must inspect equipment prior to use and notify Portable AC Rental immediately if any damage or malfunction is observed.

4. Customer Responsibilities and Use Restrictions

Valid ID Requirement:
- Customer must present a valid government-issued ID to rent AC units.
- A picture of the ID will be taken at the time of rental.
- If the person renting the AC unit cannot be present, they must send a clear copy of their valid ID by email or text message prior to pickup or delivery.
Required Parts:
- Each AC unit is rented with 7 required parts:
  1. The AC unit
  2. Exhaust hose
  3. Two (2) hose ends
  4. Two-piece window attachment kit (for windows up to 36 inches wide)
  5. Drain plug
- All 7 parts must be returned in good working condition.
- The AC unit cannot be considered returned until all 7 parts are returned. The rental will continue, and daily charges will accrue until all items are returned.
Monitoring: AC units must be monitored at all times while in operation and turned off when unattended.
Drain Plug: Customer is responsible for ensuring the drain plug is properly installed prior to operation.
Temperature Settings: AC units must not be set lower than 70°F.
Electrical Power:
- Each unit must be plugged directly into a wall outlet. Extension cords are not recommended and may be used at Customer’s own risk.
- Customer must ensure proper electrical capacity per the manufacturer’s specifications (e.g., 120V/10A for 8–10,000 BTU units, 120V/15–20A for 14,000 BTU units).
- No refunds will be issued if the AC unit trips circuit breakers or fails to operate due to insufficient power at the Customer’s location.
Installation Restrictions:
- Customer may only use blue painter’s tape when sealing the AC unit exhaust hose. Duct tape, glue, caulking, or any other adhesive materials are strictly prohibited.
- Tape may be used by Portable AC Rental during installation. We are not responsible for any paint, finish, or surface damage caused by adhesive residue on walls, windows, doors, glass, or railings.
- We do not provide window or door security. Customer must provide their own window locks and door locks, as windows or doors where the unit is installed will not be fully secured.
- If Customer requests that the AC unit exhaust be vented into a ceiling or attic, the unit may not function properly, and there will be no refund if it fails to operate correctly as a result.
- Customer must ensure we have clear access to a window or sliding glass door with a working electrical outlet located within 3 feet of the installation point.
Heavy Equipment: AC units are heavy. If the Customer chooses to pick up and self-install, it is the Customer’s responsibility to lift, transport, and install the unit safely. We recommend at least two people for pickup and installation.
Safety Warnings:
- AC units have hot exhaust hoses. These hoses must not be touched by anyone while in use.
- If installed in an office or workplace, care must be taken when walking around AC units, hoses, and electrical cords to avoid trip hazards.
- Businesses renting AC units must provide their staff with full operational and safety instructions before allowing use.
Security: Customer must keep units in a secure location at all times and may not sublease or transfer the equipment to any third party without prior written consent.

5. Payment Terms and Deposits

Payment Method: Portable AC Rental Co only accepts credit cards. Checks, cash, or any other payment methods are not accepted.
Subscription Model: All AC units are billed as subscription items. Your credit card will be automatically charged at the end of the rental/subscription period unless all equipment is returned beforehand.
Deposits: A refundable credit card deposit of $100 per unit may be required. Deposits may be used to cover damages, missing parts, cleaning fees, lost items, late returns, chargebacks, or unpaid fees.
Late Fees: Payments not received by the due date will accrue interest at 1.5% per month (or the maximum allowed by law).
Lost or Stolen Equipment: Customer is 100% responsible for replacement costs if equipment is lost or stolen during the rental period.

6. Cancellations, Refunds, and Appointments

30-Minute Full Refund Window:
- Customers may request a full refund within 30 minutes of placing the order, provided the AC unit has not been dispatched for delivery and the Customer has not been scheduled to pick up the unit.
Standard Cancellations:
- Cancellations made less than 1 hour prior to the scheduled pick-up, delivery, or installation time will incur a 100% cancellation fee (equal to the total rental amount, including delivery and associated costs).
- Once equipment is dispatched, installed, or picked up, no refunds will be issued.
Missed Appointments:
- All rentals, returns, and deliveries are by appointment only. We are open from 9:00 AM to 5:00 PM.
- If you are late or miss your appointment, staff will not wait. Your rental will continue, and a $50 missed appointment fee will be charged each time you fail to attend your scheduled pick-up or return appointment.
Return Appointments:
- Customers must call (not text) to schedule a return appointment.
- If no one answers, Customer must continue to call until they reach a Portable AC Rental representative.
- Voicemails will not be accepted as confirmation for a return appointment.
No Pro-Rated Refunds:
- Early returns will not be prorated.

7. Property Damage Disclaimer

Customer acknowledges that portable AC units generate condensation and may leak water if improperly monitored, installed, or drained. Portable AC Rental is not responsible for any damage to floors, walls, electrical systems, furniture, paint, finishes, or other property resulting from water leaks, improper drainage, adhesive residue, or misuse of the unit.

8. Maintenance

Customer must perform basic upkeep (e.g., cleaning filters, monitoring drain plugs).
Any repairs beyond ordinary maintenance must be performed by Portable AC Rental.
Cleaning fees may be assessed if the unit is returned dirty, moldy, or with standing water.

9. Force Majeure

Portable AC Rental is not liable for delays or cancellations caused by events beyond our control, including but not limited to severe weather, natural disasters, equipment shortages, labor strikes, or government restrictions.

10. Default and Repossession

Portable AC Rental may repossess equipment without notice if Customer fails to comply with this Agreement or if Portable AC Rental deems itself insecure. Failure to return equipment by the end of the rental period may constitute theft subject to criminal and civil penalties.

11. Attorney’s Fees and Governing Law

In any legal action to enforce this Agreement or recover unpaid amounts, the prevailing party is entitled to recover reasonable attorney’s fees and costs. This Agreement is governed by the laws of the State of Florida, and all disputes must be resolved in Broward County, Florida.

12. Identification and Photos

Customer must present a valid government-issued ID. Portable AC Rental may take photos of the Customer, rented equipment, and/or identification for fraud prevention and recordkeeping.

13. Limitation of Liability

Portable AC Rental is not responsible for:

Loss of business, loss of profits, or consequential damages;
Damage caused by Customer’s failure to follow operating instructions;
Damage or malfunction caused by venting the unit into a ceiling/attic, overloading electrical circuits, or using extension cords.

14. Contact Information

Portable AC Rental Co
Website: www.portableacrental.com
Phone: 954-604-3596

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