Rental Policy
Last Updated: September 2026
We want renting from Cool to Rent to be simple, transparent, and easy. This Rental Policy explains the basic terms that apply when you rent equipment from us.
By placing a rental order, you agree to this Rental Policy and any Rental Agreement provided with your order.
1. Rental Period
Your rental begins on the scheduled delivery date and continues through the scheduled pickup date shown on your order.
If you would like to keep your equipment longer, please contact us before your scheduled pickup. Extensions are subject to availability and additional rental charges.
Keeping equipment beyond the agreed rental period without an approved extension may result in additional rental charges until the equipment is returned or recovered.
2. Delivery & Pickup
Cool to Rent will deliver and pick up rental equipment at the address provided with your order.
Someone 18 or older must be available to receive the equipment unless another delivery arrangement has been approved in advance.
For pickup, the equipment and all included accessories must be accessible and ready at the agreed location and time.
If we are unable to retrieve the equipment because it is inaccessible or no one is available when required, additional pickup or rental charges may apply.
Rental equipment may not be moved to another property or transferred to another person without prior approval from Cool to Rent.
3. Self-Setup
Portable AC rentals are provided for self-setup. In-home installation is not included with standard delivery.
Your rental will include the accessories required for standard setup, such as the exhaust hose, adapters, window venting kit, and remote, as applicable.
It is your responsibility to confirm that your space has a compatible window, appropriate standard household electrical outlet, and suitable location for the equipment before booking.
Equipment must be operated according to the provided instructions and manufacturer requirements.
4. Care of Rental Equipment
From the time the equipment is delivered until it is returned to Cool to Rent, you are responsible for keeping the equipment secure and reasonably protected from damage, theft, loss, misuse, weather, water, and unauthorized use.
Equipment must remain indoors unless specifically designed and approved for outdoor use.
Please do not disassemble, modify, repair, alter, or tamper with rental equipment or its accessories.
Normal wear and tear from proper use is expected and will not result in additional charges.
5. Damage
You are responsible for damage occurring during your rental that results from misuse, negligence, improper handling or setup, unauthorized modification or repair, failure to follow operating instructions, exposure to water or weather, or other use inconsistent with the equipment's intended purpose.
If equipment is returned damaged beyond normal wear and tear, Cool to Rent may charge the reasonable cost of inspection, parts, labor, repair, or replacement necessary to restore the equipment.
If equipment is damaged beyond economical repair, you may be responsible for its reasonable replacement cost.
Please notify us promptly if equipment is damaged. Do not attempt to repair it yourself.
6. Loss, Theft & Unreturned Equipment
You are responsible for rental equipment and accessories while they are in your possession.
If equipment is lost or stolen, contact Cool to Rent as soon as possible. Theft may require a police report and reasonable cooperation with any investigation or insurance claim.
Lost, stolen, destroyed, or unreturned equipment may be charged at its reasonable replacement cost, along with any outstanding rental charges.
Failure to return equipment does not convert the rental into a purchase. All rental equipment remains the property of Cool to Rent.
7. Missing Accessories
All equipment and accessories provided with your rental must be returned at pickup.
This may include the remote control, exhaust hose, hose adapters, window panels, window kit components, drain components, power accessories, or other items provided with the rental.
Reasonable replacement charges may apply to missing, lost, or damaged accessories.
8. Equipment Problems
If your equipment is not functioning properly, stop using it and contact Cool to Rent as soon as possible.
We may help troubleshoot the issue or, when appropriate and available, provide replacement equipment.
Do not attempt to open, repair, modify, or service the equipment yourself.
You will not be responsible for mechanical failures resulting from normal use or defects that were not caused by misuse, negligence, improper setup, or damage during your rental.
9. Cooling Performance
Room-size recommendations are estimates intended to help you select an appropriate unit.
Actual cooling performance depends on factors including outdoor temperature, direct sunlight, insulation, ceiling height, room layout, windows, heat-producing appliances, occupancy, and other conditions.
Cool to Rent does not guarantee that a portable AC will achieve or maintain a specific room temperature.
10. Cancellations
Orders canceled at least 24 hours before the scheduled delivery time are eligible for a full refund.
Cancellations made less than 24 hours before scheduled delivery may be subject to a cancellation fee.
If Cool to Rent is unable to fulfill your confirmed rental, amounts paid for the unavailable rental will be refunded.
11. Extensions & Late Returns
Rental extensions must be approved by Cool to Rent and are subject to equipment availability.
If equipment is not available for pickup as scheduled and an extension has not been approved, additional rental charges may continue to accrue.
Please contact us as soon as possible if your plans change. We would much rather arrange an extension than have an unexpected late return.
12. Payment Method & Additional Charges
A valid payment method may be required for the duration of your rental.
In addition to the original rental amount, you are responsible for amounts legitimately owed under your rental, which may include approved extensions, additional rental time, failed pickup charges, missing accessories, customer-caused damage, or lost, stolen, destroyed, or unreturned equipment.
Any additional charges will be based on the circumstances of the rental and the reasonable cost associated with the loss, damage, repair, replacement, or additional service.
13. Security Deposits
Cool to Rent does not currently require a standard security deposit for most rentals.
We reserve the right to require a refundable security deposit or payment authorization for certain rentals based on factors such as equipment value, rental duration, order size, delivery circumstances, or other reasonable risk considerations. Any required deposit or authorization will be disclosed before the rental is confirmed.
14. Ownership
All rental equipment remains the property of Cool to Rent at all times.
Renting equipment does not give the customer any ownership interest in the equipment.
15. Rental Agreement
Certain rentals may require a separate Rental Agreement, identity verification, payment authorization, or other documentation before delivery.
The Rental Agreement may contain additional terms specific to your equipment and rental. If there is a conflict between this Rental Policy and a signed Rental Agreement, the signed Rental Agreement will govern to the extent permitted by applicable law.
Questions about your rental? Please contact Cool to Rent before booking. We’re happy to help.
