RENTAL AGREEMENT & TERMS AND CONDITIONS
1. AGREEMENT OVERVIEW
This Rental Agreement (“Agreement”) outlines the terms under which Cool Solutions provides portable air conditioning equipment, custom window insert systems, installation services, and related support to the customer (“Customer”). By proceeding with booking, installation, or use of equipment, the Customer agrees to all terms outlined in this Agreement.
2. EQUIPMENT & OWNERSHIP
Cool Solutions provides portable air conditioning equipment, exhaust components, custom-fit clear polycarbonate window inserts, and installation materials. All equipment remains the sole property of Cool Solutions unless ownership is transferred through a separately executed finance-to-own agreement.
3. RENTAL PLANS & MINIMUM COMMITMENTS
Essential Annual Plan – $20/month with a one-time $49 installation fee. This plan requires a 12-month service commitment.
Summer Plan – $59/month with a one-time $69 installation fee. This plan operates on a month-to-month basis after installation with a 30day cancellation notice requirement.
Heat Wave Priority Plan – $79/month with a one-time $129 installation fee. This plan includes priority scheduling and operates on a month-to-month basis after installation with a 30-day cancellation notice requirement.
4. INSTALLATION & SETUP FEES
Installation and setup fees cover scheduling, labor, travel, custom-fit materials, setup, and removal preparation. Installation fees become non-refundable once installation is completed.
5. PAYMENT TERMS
A valid payment method must remain on file throughout the rental period. Monthly charges are automatically billed. Failed or declined payments may result in service interruption, collection activity, or equipment retrieval.
6. EARLY CANCELLATION & MINIMUM COMMITMENT
Customers may request cancellation at any time by providing 30 days’ notice. Customers enrolled in the Essential Annual Plan remain responsible for the full 12-month commitment even if equipment is removed early. Remaining committed payments may continue on the regular billing schedule or become immediately due at the discretion of Cool Solutions. Summer Plan and Heat Wave Plan customers remain responsible for rental charges during the applicable 30-day notice period.
7. INSTALLATION STANDARDS & PROPERTY PROTECTION
Installations are designed to be non-invasive and fully reversible wherever reasonably possible. Customers agree not to remove, alter, tamper with, or modify installed components, inserts, exhaust systems, or mounting hardware.
8. EQUIPMENT USE & CUSTOMER RESPONSIBILITIES
Equipment must remain upright, stationary, and in the installed location. Customers agree not to relocate, tip, lay down, modify, or misuse the equipment. Units must be connected directly to a properly functioning wall outlet and may not be connected using extension cords or power bars.
9. NOISE, PERFORMANCE & COOLING EXPECTATIONS
Portable air conditioning units produce operational noise and vibration during normal use. Cooling performance may vary based on room size, insulation, sun exposure, humidity, and outdoor temperature conditions. Cool Solutions does not guarantee a specific indoor temperature outcome.
10. MAINTENANCE, SERVICE & EQUIPMENT FAILURE
If equipment fails during normal operation, Cool Solutions will make reasonable efforts to repair or replace the unit within a reasonable timeframe. On-site repairs may not always be available during peak seasonal demand.
11. DAMAGE, LOSS & DOCUMENTATION
Customers are responsible for loss, theft, misuse, or damage beyond normal wear and tear. All installations and retrievals are documented with photographs. Damage charges apply only when functional damage beyond normal wear is confirmed.
12. ACCESS & SCHEDULING
Customers agree to provide safe and timely access for installation, service, inspection, or retrieval appointments. Missed appointments or inaccessible units may result in rescheduling delays or additional service charges.
13. BUILDING & STRATA COMPLIANCE
Customers are responsible for obtaining any required landlord, strata, or building approvals prior to installation. If building management requires removal, Cool Solutions will coordinate retrieval and billing will stop following removal for month-to-month plans.
14. RIGHT TO RETRIEVE EQUIPMENT
Cool Solutions reserves the right to remove equipment for non-payment, misuse, unsafe conditions, policy violations, or breach of this Agreement.
15. LIMITATION OF LIABILITY
Cool Solutions’ liability is limited to the repair or replacement of provided equipment and services. Cool Solutions shall not be liable for indirect, incidental, or consequential damages arising from use, interruption of cooling service, building conditions, or power interruptions.
16. ACCEPTANCE
Digital acceptance, electronic signature, online checkout completion, or installation sign-off constitutes acceptance of this Agreement and all related policies.
17. GOVERNING LAW
This Agreement shall be governed by the laws applicable within the Province of British Columbia and Canada.