Rental Agreement & Coverage
New to renting with us? This is the full legal version. For a plain-English walkthrough of how booking, payments, coverage, and pickup/returns work, see our New Renter Steps. For details on how we handle GPS/location tracking and text messages, please also see our Privacy Policy.
This Rental Agreement ("Agreement") is between Black Dolphin Creative LLC (dba Black Dolphin Rentals) ("Lessor", "we", "us") and the individual or company renting equipment ("Lessee", "you"). By submitting a booking request, paying any invoice, signing any quote, or checking any "I agree" box associated with our rentals, you agree to be bound by the terms of this Agreement. This Agreement applies to your current rental and any future rentals unless replaced or updated.
1. Description of Equipment
The specific equipment, accessories, and items you are renting (collectively, the "Equipment") are listed on your quote/booking confirmation and related invoices. It is your responsibility to review the gear list and make sure it matches what you need before pickup.
At pickup, you will have an opportunity to inspect the Equipment. By accepting the Equipment, you acknowledge that it appears to be in good working order and is suitable for your intended use, except for any issues noted in writing at the time of pickup.
2. Delivery, Pickup & Return
Unless otherwise agreed in writing, all rentals are picked up and returned to our by-appointment location in Watts, Los Angeles (approximately 15 minutes south of Downtown LA). The exact address is provided on your booking confirmation after your order is approved and paid.
Standard windows:
- Next-day shoots: pickup the afternoon before, typically between 1:00pm and 5:00pm.
- Same-day shoots: pickup any time after 9:00am, subject to availability.
- Returns: due back by 12:00pm noon the day after your last shoot day, unless otherwise noted.
Pickups and returns outside these standard windows require prior approval and may incur additional fees. Delivery and pickup services, if offered, are subject to separate fees and availability.
Equipment is considered "picked up" when it leaves our possession. It is considered "returned" only when it is physically back in our possession, unpacked, and we have had a reasonable opportunity to check it in.
3. Use of Equipment
You agree to use the Equipment in a careful, safe, and proper manner and only for its intended purpose and within manufacturer guidelines. You are responsible for ensuring that anyone operating the Equipment is properly trained and qualified.
You agree not to:
- Use the Equipment in any unlawful manner or location.
- Sublease, rent, or loan the Equipment to any other party without our written consent.
- Modify, alter, or repair the Equipment without our prior written approval.
- Remove or deface any labels, serial numbers, or identifying marks.
4. Inspection, Condition & Limited Warranty
We inspect and test Equipment regularly, but we do not guarantee that it will be free of every possible defect or that it will function without interruption or error in your specific use case. Normal wear, minor cosmetic issues, or small imperfections may be present.
You agree to inspect the Equipment at pickup and promptly notify us of any visible damage, missing items, or functional issues before leaving. If you do not notify us at pickup, the Equipment is deemed to be in good working condition when you received it.
Our maximum obligation, in the event of a clear failure due to our fault (e.g., a known defect that we did not disclose), is at our discretion to provide a replacement item if available, or to refund or credit the rental fee for the affected item and rental period. We are not responsible for any other costs, including lost footage, lost time, or production delays.
5. Risk of Loss, Damage & Responsibility
You assume all risk of loss, theft, or damage to the Equipment from the time it is picked up until it is returned and checked in. This includes, but is not limited to, loss or damage due to: accident, misuse, negligence, improper storage, weather, theft, burglary, fire, water, or intentional acts of you or third parties.
If Equipment is lost, stolen, or damaged while in your possession or control, you are responsible for the full cost of repair or, if we deem it not economically repairable, the full replacement cost at then-current market value, plus applicable tax and reasonable associated costs (such as shipping, rush fees, or re-certification). You may also be responsible for additional rental charges for the period the Equipment is out of service due to repair or replacement, based on our normal daily or weekly rates.
You may reduce certain accidental damage exposure through our optional Black Dolphin Damage Waiver (BDDW) if offered for your order. BDDW is a paid, contractual waiver with specific limits, deductibles, and exclusions, and it does not cover theft, loss, disappearance, non-return of Equipment, intentional damage, gross negligence, or any items listed as exclusions in the BDDW Terms & Conditions.
If, upon return, we discover that items or accessories are missing, we will notify you and may provide a short window (if reasonable under the circumstances) for you to locate and return them. If they are not returned within that time, we may charge your card on file for the replacement cost and any related fees.
6. Payments, Card on File & Security Holds
All rental fees, taxes, and agreed delivery/pickup charges are due in full before pickup, unless otherwise approved in writing. Your booking is not confirmed and gear is not guaranteed until payment is received.
Payments are typically processed via Stripe or our online booking system. By paying any invoice online, you authorize us and our payment processor to:
- Store your card on file securely for this and future rentals.
- Charge your card for rental fees, taxes, BDDW fees (if selected), and approved additional services.
- Place and release temporary security holds when deemed necessary.
- Charge your card for late fees, additional rental days, missing items, damage, loss, and other amounts owed under this Agreement, after reasonable notice by email or text.
For certain orders, we may place a temporary security hold on your card at or before pickup. The amount of any hold will be based on order value, Equipment type, your rental history, and perceived risk. Holds are typically released after the Equipment is returned on time and passes inspection, subject to your bank or card issuer’s timelines.
For certain higher-value or higher-risk orders, especially with new renters, we may also require a separate security deposit. Security deposits are typically processed as a temporary authorization hold, not an additional rental fee, and are released after the Equipment is returned on time and passes inspection, subject to your bank or card issuer’s timelines. If we need to apply any portion of a security deposit to loss, damage, or other amounts owed under this Agreement, we will provide a reasonable breakdown by email or text before final charges are made.
7. Communications & SMS Text Messages
As part of managing your rental, we may communicate with you by email, phone, and SMS text message. Some texts may be sent through a third-party messaging platform and come from a system phone number different from the number you originally used to contact us.
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Transactional communications (required for rentals)
We use email and SMS to:- Confirm bookings and important changes to your rental;
- Send pickup and return reminders for your gear;
- Send occasional payment reminders for outstanding balances on confirmed rentals; and
- Provide important policy, safety, or security notices related to your rental.
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Optional marketing / perks SMS (only if you opt in)
Separately from transactional texts, our booking form may include an optional checkbox such as “Get rental deals & special offers by text.” If you choose to check that box, you consent to receive occasional marketing or perk-related texts, which may include:- Promo codes or limited-time discounts for future rentals;
- Bundle or repeat-renter deals;
- Occasional follow-ups inviting feedback or reviews; and
- Other messages designed to help you save on future rentals.
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Opting out of SMS
You may opt out of non-essential SMS at any time by replying STOP to any text we send. After you send STOP, we will send a confirmation SMS and then stop sending additional non-essential messages to that number. We may still contact you by email or phone, or in rare cases by SMS where reasonably necessary for legal, security, or fraud-related reasons. -
Getting help with SMS
For help regarding our text messages, reply HELP to any rental-related SMS or contact us at la@blackdolphinrentals.com or Text us . -
Message and data rates
Message and data rates may apply to SMS messages we send you or that you send us, depending on your mobile plan with your carrier. -
How we handle your contact details
We do not sell your email address or mobile number to third parties for their own marketing. We handle your information in line with our Privacy Policy, which is incorporated into this Agreement by reference.
8. GPS & Location Tracking
For security and loss-prevention purposes, some Equipment may include GPS or other location-tracking technology. This tracking is associated with the Equipment only and not with your personal phone or other personal devices.
You consent to our reasonable use of such tracking solely for:
- Recovering lost, stolen, or unreturned Equipment;
- Assisting law enforcement or insurance carriers in the event of loss or theft;
- Fulfilling legal or safety obligations.
We do not use location data from Equipment for marketing purposes. You agree not to remove, disable, or tamper with any tracking devices or security features. Additional details on how we handle GPS/location information are provided in our Privacy Policy.
9. Insurance, COIs, Black Dolphin Damage Waiver & Financial Coverage
You are responsible for having adequate financial coverage for the Equipment while it is in your possession, whether through production insurance, our optional Black Dolphin Damage Waiver (BDDW) (if offered), a security deposit, or your own funds.
For many mid-range and higher-value rentals (for example, where total replacement value is approximately five thousand dollars (US $5,000) or more, or where renter history or other factors increase risk), and at our discretion, we may require a certificate of insurance ("COI") from a reputable carrier, naming:
Black Dolphin Creative LLC (dba Black Dolphin Rentals)
637 E 104th St
Los Angeles, CA 90002
la@blackdolphinrentals.com
as Additional Insured and Loss Payee for rented Equipment. The COI must be approved by us before pickup. In some cases, we may also require that your COI list an upstream vendor or partner that we are sourcing Equipment from as an Additional Insured/Loss Payee. If so, we will provide the exact legal name and wording in writing.
For certain smaller or mid-range orders, and at our discretion, we may offer BDDW as an alternative to traditional insurance for some types of accidental physical damage. BDDW is optional, is not insurance, and has specific limits, deductibles, and exclusions (see full Damage Waiver Terms). The Black Dolphin Damage Waiver (BDDW) Terms & Conditions are incorporated into this Agreement by reference.
For some higher-value or higher-risk rentals (for example, where total replacement value is approximately US $5,000 or more, or where renter history or other factors increase risk), we may require one or more of the following as a condition of releasing Equipment:
- A valid COI naming us (and, if applicable, an upstream vendor) as Additional Insured and Loss Payee; and/or
- Purchase of BDDW for the applicable order; and/or
- A security deposit or card authorization hold in an amount we deem reasonable based on the order.
For very high-value rentals (for example, where total replacement value materially exceeds US $30,000), we will generally require active production insurance (a COI) regardless of whether you purchase BDDW or have a rental history with us. In those cases, BDDW (if available) is a secondary benefit that may reduce out-of-pocket exposure for some accidental damage, but it does not replace the need for a COI or other financial coverage.
If you are unable or unwilling to provide the required COI, purchase BDDW when we deem it necessary, or agree to a reasonable security deposit, we may cancel your booking and refund any prepaid rental fees as our sole obligation.
10. Late Returns, Default & Non-Return
If you return Equipment late without prior approval, we may charge additional rental days (daily or weekly rates, as applicable) and any documented losses or extra costs caused by the late return (for example, if we must source substitute gear for another client).
If you fail to return Equipment, stop responding, or otherwise indicate that you do not intend to return it, we may treat the Equipment as lost or stolen. In that event, we may:
- Charge your card for full replacement cost plus any additional losses;
- File a police report and cooperate with law enforcement;
- Pursue all other remedies available under law.
11. Indemnity & Limitation of Liability
You agree to indemnify, defend, and hold harmless Black Dolphin Creative LLC (dba Black Dolphin Rentals) and its owners, employees, and agents from and against any and all claims, damages, losses, liabilities, costs, and expenses (including reasonable attorney fees) arising out of or related to:
- Your possession, use, or operation of the Equipment;
- Any breach of this Agreement by you;
- Any acts or omissions of your employees, contractors, or collaborators.
To the maximum extent permitted by law, we are not liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to lost profits, lost footage, or production delays, even if we have been advised of the possibility of such damages.
Our total liability in connection with any rental shall in no event exceed the total rental fees paid by you for the specific booking giving rise to the claim.
12. Governing Law & Venue
This Agreement is governed by the laws of the State of California, without regard to its conflict of law principles. Any disputes arising out of or relating to this Agreement or any rental transaction shall be brought exclusively in the state or federal courts located in Los Angeles County, California, unless we mutually agree in writing to another location.
13. Miscellaneous
If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions will continue in full force and effect. Our failure to enforce any provision does not waive our right to enforce it later.
This Agreement, together with your quote/booking details, the Black Dolphin Damage Waiver (BDDW) Terms & Conditions, our Privacy Policy, and any written addenda we provide, constitutes the entire agreement between you and Black Dolphin Creative LLC (dba Black Dolphin Rentals) with respect to the subject matter and supersedes any prior discussions or understandings.
14. Acceptance
By submitting a booking request, paying any invoice, signing a quote, or checking any box indicating agreement to our terms, you acknowledge that you have read, understood, and agree to be bound by this Rental Agreement & Coverage.
When you complete an online booking, the checkout page may include a link to this Rental Agreement & Coverage, the BDDW Terms & Conditions, and our Privacy Policy, along with a checkbox stating that you have read and agree to these terms. By checking that box, you confirm that you have reviewed and accept all such linked terms, and that they will govern your rental whether or not you read them in full.
If you are entering into this Agreement on behalf of a company or production, you represent that you have authority to bind that entity, and that all obligations herein apply to both you individually and the entity you represent.