Equipment Rental Policy

This Equipment Rental Policy governs the temporary rental of physical event equipment by Westlinks Online, LLC to its customers.

1. Scope

This policy applies to all customers who rent equipment from Westlinks Online, LLC ("Westlinks") for use at events. Rentable equipment currently includes Stripe WisePOS E card readers, Zebra barcode scanners, charging cradles, and associated accessories. All equipment remains the sole property of Westlinks at all times.

2. Eligibility

Equipment rentals are available exclusively to existing Westlinks customers in good standing with an active account. Westlinks reserves the right to decline a rental request at its sole discretion.

3. Rental Agreement & Acceptance

All rentals require a signed rental agreement prior to equipment shipment. Westlinks will prepare a formal quote and deliver it by email. The quote includes a secure link to an online acceptance page where an authorized representative of the customer organization may review and accept the terms electronically.

• Electronic acceptance constitutes a legally binding agreement on behalf of the customer organization
• The representative accepting the agreement warrants that they have authority to bind their organization
• A record of the acceptance timestamp and IP address is retained by Westlinks as an audit trail
• Quote links expire 30 days after issuance. An expired quote requires a new quote to be issued by Westlinks staff

4. Equipment Use

Rented equipment is provided for use solely at the event identified in the rental agreement. The customer may not:

• Use equipment for any event, purpose, or period other than those specified in the agreement
• Sub-rent, loan, or transfer equipment to any third party
• Factory reset, reconfigure, or modify equipment hardware or firmware
• Operate equipment under any Stripe account other than the one designated in the agreement

5. Shipping & Logistics

Equipment ships from the Westlinks Online Home Office in New York, NY. Shipping terms are specified in the rental agreement and may be:

• Included — Westlinks covers outbound shipping; the customer is responsible for arranging and paying return shipping
• Customer Responsibility — The customer arranges and pays for both outbound and return shipping

Westlinks is not responsible for equipment lost or damaged in transit. Customers are strongly encouraged to insure return shipments. Equipment must be shipped using a trackable carrier. All equipment must be returned to the Westlinks Online Home Office, New York, NY.

6. Return Requirements

All equipment must be returned by the return date specified in the rental agreement. The customer is responsible for:

• Returning all items listed in the agreement (devices, chargers, cradles, accessories)
• Returning equipment in the same condition as received, allowing for normal wear
• Ensuring equipment is securely packaged to prevent damage in transit
• Providing Westlinks with a tracking number upon shipment

Late Returns

Equipment not returned by the agreed return date is considered late. Late returns may be billed at the applicable daily rate for each affected item for each day past the return date, at Westlinks' discretion.

7. Equipment Condition & Damage

Equipment condition is recorded at checkout and again upon return. The customer is liable for any damage, loss, or theft that occurs while equipment is in their possession.

• Normal wear — No charge
• Damage beyond normal wear — Repair costs billed to the customer
• Loss or theft — Replacement value billed to the customer
• Unreturned equipment after 30 days past the return date — Treated as lost; full replacement value invoiced

Current replacement values are: Stripe WisePOS E — $249.00; Zebra CR2278-PC Scanner — $175.00; Zebra Cradle — $40.00. These values are subject to change.

8. Fees & Payment

Rental fees, security deposits, and applicable shipping charges are specified in the rental agreement. Payment is due prior to equipment shipment. Westlinks will issue an invoice for all amounts due. Standard Payment Policy terms apply.

9. Security Deposit

A refundable security deposit is required for all rentals. The deposit amount is specified in the rental agreement.

• The deposit is billed as a separate invoice line item
• Upon return of all equipment in acceptable condition, the deposit will be credited or refunded within 7 business days
• The deposit may be applied in whole or in part against repair costs, replacement costs, or outstanding rental fees if applicable
• Deposits are non-refundable in the event of equipment loss or theft

10. Cancellation

Cancellations must be submitted to Westlinks in writing (email to support@westlinks.com).

• More than 14 days before the event start date — Full refund of rental fee and deposit
• 14 days or fewer before the event start date — Rental fee is non-refundable; deposit is refunded if equipment has not yet shipped
• After equipment has shipped — Rental fee is non-refundable; deposit refunded upon confirmed return of all equipment in acceptable condition

11. Limitation of Liability

Westlinks provides equipment in good working order and makes no warranty, express or implied, regarding the fitness of the equipment for any particular purpose. Westlinks shall not be liable for any indirect, incidental, or consequential damages arising from the use or inability to use rented equipment, including but not limited to lost revenue, event disruption, or data loss. Westlinks' total liability under any rental agreement shall not exceed the total rental fees paid by the customer under that agreement.

12. Indemnification

The customer agrees to indemnify and hold harmless Westlinks Online, LLC, its officers, employees, and agents from any claims, damages, or expenses arising from the customer's use of rented equipment or breach of this policy.

13. Governing Law

This policy and any rental agreement are governed by the laws of the State of New York. Any disputes shall be resolved in the courts of New York County, New York.

14. Policy Updates

Westlinks reserves the right to update this policy at any time. The current version is always available at /policies/equipment-rental-policy. Rental agreements in force at the time of a policy update are governed by the policy version in effect at the time the agreement was accepted.

Questions regarding equipment rentals may be directed to support@westlinks.com or by calling (929) 325-1800.