Refrigerated Trailer Rental Agreement

This Rental Agreement (“Agreement”) governs the rental of a refrigerated trailer (the “Equipment”) from American Portable Freezer LLC (“APF”) to the customer named on the booking (“Renter”). By completing the online booking and checking the agreement box, Renter acknowledges having read and accepted these terms.

1. Equipment & ownership

APF rents the Equipment described in the booking confirmation to Renter for the rental period specified. The Equipment remains the sole property of APF at all times. Renter acquires no ownership, security, or lien interest in the Equipment and may not sublet, assign, pledge, or transfer it to any third party without APF’s prior written consent.

2. Rental period

The rental period begins on the delivery date and ends on the return/pickup date shown in the booking confirmation. Extensions must be requested and confirmed by APF in advance and are subject to availability and additional daily charges at the then-current rate. Returning the Equipment later than the scheduled pickup without prior arrangement will result in additional rental days being charged to the payment method on file.

3. Delivery, setup & pickup

APF will deliver the Equipment to the delivery address provided at booking. Renter is responsible for ensuring (a) reasonable access for a towing vehicle to the delivery location, (b) a reasonably level, firm surface on which the Equipment can sit during the rental, and (c) a functioning 110-volt household outlet on a circuit capable of supplying at least 15 amps continuously, reachable from the trailer’s standard power cord. APF is not obligated to deliver to locations that cannot be reached safely or legally, and any re-delivery costs caused by site inaccessibility will be billed to Renter.

Renter should be present at delivery and pickup to confirm the Equipment’s condition. If Renter is not present, the Equipment’s condition as documented by APF at the time of delivery and pickup shall be controlling.

4. Permitted use

The Equipment is rented for the cold storage of food, beverages, or other perishable goods at the temperature range specified at booking. Renter agrees not to: (a) store hazardous materials, explosives, or biohazards; (b) use the Equipment for any unlawful purpose; (c) move the Equipment from the delivery address without APF’s written consent; or (d) modify, repair, or tamper with the Equipment or its refrigeration system.

5. Care & operation

Renter is responsible for monitoring the Equipment throughout the rental period. This includes verifying the refrigeration is running, confirming temperature is holding, and keeping the Equipment plugged into an appropriate power source at all times. Renter agrees to contact APF promptly at the phone number on the booking confirmation if the Equipment appears to malfunction.

Renter shall return the Equipment in the same condition as delivered, reasonable wear and tear excepted, and shall empty and clean the interior before pickup. Excessive cleaning beyond normal wipe-down will be billed at APF’s standard cleaning rate.

6. Payment, damage & additional charges

Rental fees are charged in full at booking via the payment method Renter provides. Renter authorizes APF to retain that payment method on file and charge it for (a) documented damage beyond normal wear, (b) excessive cleaning, (c) additional rental days resulting from late return, or (d) costs caused by Renter’s breach of this Agreement, including but not limited to repair costs, replacement of lost accessories, and recovery fees if the Equipment must be retrieved from a location other than the delivery address. APF will provide an itemized receipt by email before or at the time any such charge is processed.

7. Loss, theft & total damage

Renter is responsible for the Equipment from delivery until pickup. In the event of theft, total loss, or damage beyond reasonable repair, Renter agrees to pay APF the fair replacement value of the Equipment, less any insurance proceeds actually received by APF. Renter must report theft or major damage to APF and, where applicable, to law enforcement, within 24 hours of discovery.

8. Cancellation & refunds

Renter may cancel the booking through the online manage-booking page. The refund amount is determined by the number of days between cancellation and the scheduled rental start date:

• 7 or more days before start: 100% refund of the rental total.
• 2 to 6 days before start: 50% refund of the rental total.
• Within 48 hours of start: no refund.

Just-booked grace window: if Renter cancels within one hour of placing the booking, APF will issue a 100% refund regardless of the scheduled rental start date. This is intended to cover accidental bookings and date selection errors.

Refunds are returned to the original payment method and typically appear within 5–10 business days, depending on the issuing bank. APF may, at its sole discretion, cancel a booking for reasons including equipment unavailability, inability to deliver safely, or suspected fraud; in any such case APF will issue a full refund of amounts paid.

9. Liability & limitation

APF is not liable for spoilage, loss of inventory, or consequential damages resulting from power loss, tripped breakers, insufficient electrical supply, improper loading, failure to monitor the Equipment, or any cause outside APF’s reasonable control. APF’s total aggregate liability arising out of or relating to this Agreement shall not exceed the total rental fees paid by Renter for the booking at issue. Nothing in this section limits liability for gross negligence or willful misconduct.

Renter agrees to indemnify and hold APF harmless from any third-party claims arising out of Renter’s use, operation, or possession of the Equipment, except to the extent caused by APF’s own gross negligence or willful misconduct.

10. Insurance

Renter is encouraged, but not required, to carry commercial general liability insurance or equivalent coverage sufficient to insure against loss of or damage to the Equipment during the rental period. APF does not provide insurance to Renter and is not responsible for maintaining insurance on Renter’s inventory.

11. Force majeure

Neither party is liable for failure or delay in performance caused by events beyond its reasonable control, including acts of God, severe weather, utility failure, war, civil unrest, labor disputes, or government action. If such an event prevents APF from delivering the Equipment, APF will issue a full refund.

12. Governing law & venue

This Agreement is governed by the laws of the State of Indiana, without regard to its conflict-of-laws principles. Any dispute arising out of or relating to this Agreement shall be brought exclusively in the state or federal courts located in Hamilton County, Indiana, and the parties consent to personal jurisdiction in those courts.

13. Entire agreement

This Agreement, together with the booking confirmation, constitutes the entire agreement between the parties regarding the Equipment and supersedes all prior understandings. If any provision is found unenforceable, the remaining provisions will continue in effect. APF may update these terms from time to time; the version in effect at the time of booking governs that booking.

Questions

Questions about this Agreement can be sent to info@americanportablefreezer.com or by text to (463) 250-8867.