For online rentals of ventilators, mist ventilators, cooling equipment, and future event rental products
1. Scope and Application
These Rental Terms and Conditions apply to all equipment rentals provided by SmartBio Systems, including but not limited to ventilators, industrial fans, mist ventilators, cooling fans, misting equipment, pumps, hoses, accessories, and any other event, decorative, lighting, or rental products that SmartBio Systems may offer in the future.
By placing a booking through the SmartBio Systems online portal or SmartBio Systems app, making payment, requesting approved delayed payment, accepting delivery, collecting equipment, or using rented equipment, the client agrees to these Terms and Conditions.
2. Online-Only Booking Model
All rental bookings must be made through the SmartBio Systems online portal or SmartBio Systems app. Bookings made by telephone, WhatsApp, email, verbal request, or in-person discussion are not considered confirmed unless they are entered and confirmed through the online booking system or confirmed in writing by SmartBio Systems.
For standard clients, a booking is only confirmed once online payment has been completed successfully. Until payment is completed, equipment, delivery times, staff planning, and rental dates are not reserved.
3. Governmental and Corporate Payment Approval Exception (Post-Pay / Invoice)
SmartBio Systems may provide a special payment approval option for governmental entities and approved corporate clients whose internal payment processes require purchase orders, payment approvals, or post-delivery payment processing.
This payment approval option is only available to governmental entities and approved corporate clients and is subject to acceptance by SmartBio Systems. SmartBio Systems may request documentation such as a purchase order, written approval, official request, company details, or authorized representative information before approving the booking.
When a post-pay booking is approved, the client agrees to pay by the approved pay-by date. If payment is not received by the pay-by date, late fees will apply as described in Section 3A below. If an approved post-pay booking is canceled, cancellation fees apply as described in Section 3B below.
3A. Late Fees for Approved Post-Pay Rentals
This section applies ONLY to approved post-pay (invoice) rental bookings. It does not apply to prepay online bookings.
If an approved post-pay rental booking is not paid by the approved pay-by date, late fees will apply starting the day after the pay-by date:
- Invoice total under XCG 1,000: XCG 35 per started week overdue
- Invoice total XCG 1,000 or more: XCG 100 per started week overdue
A started week is counted as a full week. There is no proration. Week 1 begins the day after the approved pay-by date. For example:
- Pay-by date: January 15
- Payment received: January 17 (2 days late) = 1 started week = full week late fee
- Payment received: January 23 (8 days late) = 2 started weeks = 2 weeks of late fees
Late fees are calculated and updated daily by the SmartBio Systems automated billing system. Late fees are added to the invoice total and must be paid together with the original invoice amount.
This late fee policy does not apply to industrial site inspection services, installation work, or other non-rental services.
3B. Cancellation Fees for Approved Post-Pay Rentals
This section applies ONLY to approved post-pay (invoice) rental bookings. It does not apply to pending post-pay requests that were never approved, or to prepay online bookings.
When a post-pay booking is approved by SmartBio Systems, equipment, delivery, and rental dates are reserved. If the client cancels an approved post-pay booking:
- More than 48 hours before rental start: XCG 35 administrative cancellation fee
- 24–48 hours before rental start: 50% of the rental amount is charged
- Less than 24 hours before rental start or no-show: The full rental amount is non-refundable
The XCG 35 administrative cancellation fee covers reservation costs, planning time, and equipment hold when an approved post-pay booking is canceled more than 48 hours before the rental start. This ensures SmartBio Systems can recover administrative costs associated with approved reservations.
Important: Post-pay requests that were never approved remain free to drop — no cancellation fee applies. The XCG 35 fee only applies after SmartBio Systems has approved the post-pay request and reserved equipment.
For prepay online bookings, the standard cancellation policy applies: cancellations more than 48 hours before rental start are eligible for a full refund (no administrative fee).
This cancellation fee policy does not apply to industrial site inspection services, installation work, or other non-rental services.
4. Rental Items and Availability
At the time of this policy, SmartBio Systems primarily offers a variety of ventilators and mist ventilators. The same general rental conditions also apply to future rental categories, including but not limited to event lighting, decorative products, event accessories, temporary cooling systems, misting systems, and other equipment added to the platform.
Product photos, descriptions, sizes, capacities, colors, accessories, and specifications shown in the online portal or app are for general guidance. Actual equipment may vary slightly, provided that the rented item is functionally suitable for the booked purpose.
5. Rental Period
The rental period begins at the agreed delivery, pickup, or rental start time, depending on the type of booking. The rental period ends at the agreed return, pickup, or rental end time.
The client must return the equipment or make the equipment available for pickup at the agreed end time. If the equipment is kept longer than agreed, additional rental charges may apply.
6. Delivery, Pickup, and Site Access
The client is responsible for ensuring safe and clear access to the delivery and pickup location. The client must provide accurate delivery details, contact information, site instructions, parking instructions, entry permissions, and any other relevant information before the rental starts.
A responsible person must be available on-site at the agreed delivery and pickup time. If delivery or pickup is delayed because of missing access, wrong location details, no responsible person on-site, blocked access, unsafe conditions, or other client-related reasons, additional waiting time, transport, or rescheduling charges may apply.
7. Setup Location and Site Conditions
The client is responsible for providing a safe, stable, and suitable location for the equipment. SmartBio Systems may refuse to install, place, operate, or leave equipment at a location that is unsafe, unstable, exposed to excessive water, affected by dangerous electrical conditions, inaccessible, or otherwise unsuitable.
8. Electricity, Water, and Infrastructure
Unless otherwise agreed in writing, the client is responsible for providing suitable electricity and, where misting equipment is used, a suitable water supply. The client is responsible for ensuring that electrical outlets, extension points, breakers, water connections, drainage, and related infrastructure are safe, functional, and suitable for the rented equipment.
9. Use and Supervision of Equipment
The client must use the rented equipment only for its intended purpose and in accordance with instructions provided by SmartBio Systems. The client may not modify, move, open, repair, tamper with, overload, cover, block, decorate, hang items from, or misuse the equipment without prior written permission from SmartBio Systems.
10. Responsibility for Equipment
From the moment the equipment is delivered, picked up, or placed under the client's control, the client is responsible for the equipment until it is returned to or collected by SmartBio Systems.
The client is responsible for loss, theft, damage, misuse, missing accessories, excessive dirt, water damage, impact damage, electrical damage, corrosion, broken parts, missing cables, missing fittings, missing decorative elements, or any other damage occurring during the rental period, unless caused directly by SmartBio Systems.
SmartBio Systems takes photos of all equipment at drop-off (serial number, all sides, power cord, tank, and condition) and at pickup. These photos serve as the condition record for damage assessment.
11. Normal Wear vs. Damage
Normal wear from proper use includes light dust, minor surface scuffs, and cosmetic marks resulting from standard operation in suitable conditions. Normal wear does not include bent fan guards, burned or overheated motors, cracked or punctured water tanks, broken housing or structural parts, missing components, disconnected or cut cables, corrosion from improper storage, or any damage caused by misuse, neglect, or operation outside the equipment's intended purpose.
12. Damage Assessment and Charges
If equipment or accessories are damaged, lost, stolen, or returned incomplete, SmartBio Systems will inspect the equipment and compare it to the photos taken at drop-off. The client will be invoiced based on the following formula:
- If the equipment can be repaired and repair is cheaper than replacement, the client pays the repair cost.
- If repair is not possible or is more expensive than replacement, the client pays the replacement cost of the equipment or part, plus freight/shipping costs to obtain the replacement, plus the daily rental rate for each day the equipment is out of service (downtime cost).
SmartBio Systems will send the damage invoice with photos, explanation, and cost breakdown. The client has 24 hours from the time the damage invoice is sent to dispute the assessment. After 24 hours, the damage charge is considered accepted.
13. Unpaid Damage and Future Deliveries
If a damage invoice remains unpaid, SmartBio Systems will pause delivery of any future bookings by the same client until the damage invoice is settled. This policy protects SmartBio Systems' equipment and ensures fair treatment for all clients.
14. Cleaning and Return Condition
The equipment must be returned in the same general condition as received, except for normal wear from proper use. If equipment is returned excessively dirty, clogged, wet, contaminated, scratched, broken, stained, corroded, or requiring special cleaning or service, a cleaning or service fee may apply.
15. Security Deposit
SmartBio Systems does not require an automatic security deposit for all rentals. However, SmartBio Systems reserves the right to request a security deposit, card authorization, written payment guarantee, purchase order, or other payment security before confirming or delivering equipment in cases where there is reason to believe additional protection is needed. Any applicable deposit or authorization amount will be communicated before or during the booking process.
16. Prohibited Use
The client may not use the rented equipment for any illegal activity, in unsafe or hazardous locations, in heavy rain or storm conditions, with unsuitable infrastructure, after malfunction signs, or in any way that may damage the equipment or create risk to people or property.
17. Malfunction or Technical Issues
If the equipment does not function properly, the client must notify SmartBio Systems as soon as possible. The client must stop using the equipment if continued use may cause damage or create a safety risk. The client may not attempt repairs unless instructed by SmartBio Systems.
18. Safety and Client Responsibility
The client is responsible for taking reasonable safety precautions around the rented equipment. The client must keep equipment away from unsafe areas, unstable surfaces, unauthorized handling, children, heavy traffic zones, standing water, flammable materials, and other hazards.
19. Limitation of Liability
SmartBio Systems is not responsible for damages, losses, injuries, business interruption, event interruption, discomfort, loss of income, loss of enjoyment, or third-party claims caused by misuse of equipment, unsafe site conditions, client negligence, unauthorized movement, lack of supervision, unsuitable electricity or water supply, weather conditions, public interference, third-party actions, or circumstances outside SmartBio Systems' control.
20. Force Majeure
SmartBio Systems is not liable for failure or delay caused by events beyond its reasonable control, including but not limited to natural disasters, extreme weather, flooding, power outages, water interruptions, road closures, strikes, government restrictions, accidents, equipment breakdown, supplier delays, public disorder, or other force majeure events.
21. Cancellation by SmartBio Systems
SmartBio Systems may cancel or refuse a booking if equipment becomes unavailable, the location is unsafe, payment is incomplete, payment approval is not accepted, the client provides incorrect information, or the booking cannot be fulfilled due to circumstances beyond SmartBio Systems' control.
22. Changes to These Terms
The version of these Terms and Conditions accepted at the time of booking applies to that booking. SmartBio Systems may update these Terms and Conditions from time to time. Updated terms will apply to future bookings only, unless otherwise agreed in writing.
23. Contact
For questions about these Terms and Conditions, please contact SmartBio Systems at info@smartbio.cw or through the SmartBio Systems app messaging system.