Camera Rental Terms & Conditions

The Owner rents to the Renter the equipment listed in the Rental Agreement — the camera (the “Camera”) together with its provided accessories, such as cases, batteries or charger, mounts, and lens cap, and any add-ons booked (together, the “Equipment”).

A rental request is not a booking. A booking is confirmed only after the Owner approves the request, both parties sign the Rental Agreement, and payment is received. The rental period begins on the start date and ends on the return date stated in the Rental Agreement.

• The Renter agrees to pay the rental fee stated in the Rental Agreement, based on the published daily, weekly, or monthly rate for each camera, plus California sales tax of 8.375%. Daily rates apply to local pickup only; delivered and shipped rentals are billed at the weekly or monthly rate.
• Add-ons are charged per item for the full rental period: Tripod $75, iPad with capture app $100, Extra Pro3 battery $50. The Matterport Pro3 includes two batteries and a charger; the Matterport Pro2 and iGUIDE Planix Pro have built-in batteries.
• Training is not included with rentals and is available for $200 per hour.
• Local delivery is $100 within 25 miles or $150 within 50 miles of Fairfield, CA. The delivery fee covers drop-off only; if the Owner picks up the Equipment at the end of the rental, the same fee applies again. Other charges are stated in the Rental Agreement. Shipping is charged separately, as described under Delivery, pickup, and shipping.
• The rental fee, sales tax, any damage waiver, and any security deposit are due in full at online checkout immediately after the Rental Agreement is signed.

• The Renter may cancel a paid booking by email to info@scanyourspace.com or by phone. The notice period is counted from the date the Owner receives the cancellation to the rental start date.
• 7 or more days before the start date: full refund of all rental charges.
• Fewer than 7 days before the start date: 50% of rental charges are refunded.
• Any security deposit is refunded in full when a booking is cancelled.
• Card processing fees charged on the payment are non-refundable and are deducted from cancellation refunds.
• A booking cannot be cancelled once the Equipment has been picked up, delivered, or shipped, and early returns are not refunded. Shipping charges already incurred are not refundable.
• If the Owner cancels a booking, the Renter receives a full refund, including processing fees.
• Refunds are made to the card used for payment and can take 5–10 business days to appear.

Equipment is available for local pickup in Fairfield, CA, local delivery within 50 miles of Fairfield, or shipping beyond that. The method, location, and dates for handoff and return are stated in the Rental Agreement.

• Shipping service. Shipped Equipment travels by FedEx 2Day or FedEx overnight only, in both directions. Ground shipping is not permitted.
• Shipping charges. The Renter pays all shipping costs. Because FedEx rates change throughout the day, the Owner will quote the outbound shipping cost on the ship date and charge it to the Renter’s card on file.
• Return shipping. The Renter must ship the Equipment back by FedEx 2Day or overnight, at the Renter’s expense, on the date the rental period ends, properly packed in the provided case, and must send the Owner proof of shipment with the tracking number that day. Equipment not shipped on the end date, or shipped by a slower service, is considered late under the Late return section.

The Renter must provide a valid government-issued photo ID (front and back) before a rental request is approved. ID images are stored privately, used only to verify the Renter’s identity, and deleted after the rental is closed.

Before the rental begins, the Renter must provide one of the following:

• Certificate of Insurance (COI). A current COI from the Renter’s insurance company that (a) lists Thomas Sparks, 490 Chadbourne Rd., Suite A189, Fairfield, CA 94534 as both certificate holder and loss payee; (b) covers the total replacement cost of all rented Equipment; and (c) is not expired and remains in effect for the entire rental period. Equipment will not be released until the Owner has received and verified the COI. When a COI is provided, no security deposit is required, and the Renter’s insurance is the first source of payment for any damage, loss, or theft.
• Refundable security deposit. $500 per camera, charged to the Renter’s card at checkout and refunded to the same card after the Equipment is returned and inspected, less any amounts owed under the Rental Agreement. Card refunds can take 5–10 business days to appear. The deposit does not limit the Renter’s responsibility for amounts above it.
• Damage waiver. 15% of the camera rental fee, with a $50 minimum, as described in the Damage waiver section below.

The damage waiver is not insurance. It is the Owner’s agreement to limit what the Renter owes for covered events during the rental period, as follows:

• Accidental damage. The Renter pays the first $500 of repair or replacement cost per incident, and the Owner waives the rest.
• Theft. The Renter pays 25% of the stolen Equipment’s replacement value (for example, $2,125 for a Matterport Pro3), and the Owner waives the rest, provided the Renter files a police report within 48 hours of discovering the theft and gives the Owner a copy.
• Not covered. The waiver does not apply to unexplained loss or disappearance; theft from an unattended, unlocked vehicle or unsecured location; damage from misuse, negligence, or use contrary to the Owner’s or manufacturer’s instructions; or theft without a timely police report. In those cases the Renter is responsible for the full repair or replacement cost.
• The waiver fee is non-refundable once the rental period begins, and the waiver applies only during the rental period.

The Renter must notify the Owner within 24 hours of any damage to, loss of, or theft of the Equipment, with photos of any damage, and must not attempt to repair the Equipment or have it repaired by anyone else. Damage or loss reported late, or discovered by the Owner on return, may be charged in full.

The Renter agrees to use the Equipment only for its intended purpose and in accordance with any instructions provided by the Owner. The Renter is responsible for any damage to the Equipment resulting from misuse.

The Renter agrees to return the Equipment to the Owner at the end of the rental period in the same condition as it was at the beginning of the rental period.

If the Renter returns the Equipment late, the Renter agrees to pay an additional rental fee of $100 per day for each day the Equipment is late.

If Equipment is damaged, lost, or stolen during the rental period, the Renter agrees to pay the Equipment’s published daily rate for each day it is out of service for repair or until it is replaced, up to 30 days. Loss-of-use charges apply regardless of the coverage option chosen, unless the Renter’s insurance pays them.

By completing checkout, the Renter authorizes the Owner to save the payment card used and to charge it for amounts owed under the Rental Agreement, including shipping charges, repair or replacement costs, damage-waiver deductibles, late-return fees, and loss-of-use charges. The Owner will tell the Renter the reason and amount of any such charge.

The Renter assumes all liability for any injury or damage caused by the Equipment during the rental period and agrees to indemnify and hold the Owner harmless from any claims arising from such injury or damage. Except as limited by the damage waiver, the Renter is responsible for the full cost to repair or replace Equipment that is damaged, lost, or stolen during the rental period. The approximate replacement value of each camera with its provided accessories is:

• Matterport Pro3: $8,500
• Matterport Pro2: $2,500
• iGUIDE Planix Pro: $3,500

The parties agree to sign the Rental Agreement electronically, by typing or drawing a signature, and agree that an electronic signature is as legally binding as a handwritten one. The Owner keeps a record of each signature with its date, time, and IP address, and both parties receive a copy of the signed Rental Agreement.

These Terms and the Rental Agreement are governed by and construed in accordance with the laws of the State of California, without giving effect to any choice-of-law or conflict-of-law provisions.

The Rental Agreement, including these Terms, constitutes the entire agreement between the parties and supersedes all prior agreements and understandings, whether written or oral, relating to the rental.

Questions about these Terms? Contact Scan Your Space at info@scanyourspace.com or (510) 863-1912, Option 3. Mailing address: 490 Chadbourne Rd, Suite A189, Fairfield, CA 94534.