TERMS AND CONDITIONS RENTITEM.LK PRIVATE LIMITED (TRADING AS AERIALDRONE.LK)

Effective Date: January 01 2024

These Terms and Conditions constitute a legally binding agreement between the Client (hereinafter referred to as “the Client”) and Rentitem.lk Private Limited, a company duly incorporated and existing under the laws of Sri Lanka, having its principal place of business at 113/28, Dr. N.M Perera Mawatha, Colombo 08, Sri Lanka (hereinafter referred to as “the Company” or “AerialDrone.lk”).

By engaging the services of AerialDrone.lk, the Client agrees to be bound by the terms set forth herein, which govern the provision of drone-related services by the Company.

1. Scope of Services AerialDrone.lk provides a variety of drone-based services using equipment that is registered with the Civil Aviation Authority of Sri Lanka (CAASL) and operated by licensed professionals. These services include, but are not limited to:

• Aerial photography and videography (weddings, events, real estate, corporate marketing, etc.)
• Agricultural drone applications (spraying, crop monitoring, mapping)
• Infrastructure inspection (buildings, towers, roads, energy facilities)
• Land surveying and topographic mapping
• Environmental monitoring and disaster response
• Security surveillance and public safety observation
• Content creation for media, advertising, and tourism

All services are provided on a full-service basis and include equipment, a licensed pilot/operator, and support crew as required. The Company does not rent drones without its own licensed operators.

2. Booking Confirmation and Advance Payment All bookings must be initiated through official communication channels (email, WhatsApp, or website inquiry form). A booking will only be deemed confirmed upon receipt of a minimum advance payment of 50% of the total service fee, along with the full amount of any applicable permit or approval fees as specified in the proposal. These amounts must be settled by the Client prior to the commencement of any preparatory work.
3. Permit Processing and Regulatory Compliance All drone operations are conducted in accordance with the regulatory framework set by the Civil Aviation Authority of Sri Lanka (CAASL). The Company’s equipment is fully registered, and its operators are licensed.

The Client is responsible for notifying the Company of the specific site location at least ten (10) to fifteen (15) working days prior to the intended date of service, to allow sufficient time for securing required permits and regulatory clearances. Certain areas require special authorizations, including but not limited to:

• High-security zones
• Controlled airspace and urban districts
• Archaeologically sensitive sites

Permit and approval fees are non-refundable once paid. The Company shall not be held liable for any delay or cancellation resulting from denial of permits or failure to obtain regulatory approval.

4. Client Responsibilities and Legal Permissions The Client shall be responsible for ensuring the following conditions are met:

• Provision of safe and unobstructed access to the location of service.
• Procurement of written permission from property owners, building managers, or local authorities authorizing drone operation and aerial filming or photography.
• Notification of any hazards or conditions at the site that may pose a risk to equipment, personnel, or the public.
• Coordination with venue management or security teams to facilitate operations, particularly in the case of public events or private functions.

The Client acknowledges that any footage or data obtained without proper legal authorisation may be legally unusable and may not be valid for public or commercial publication. The Company disclaims all liability for consequences arising from unauthorised data usage.

5. Payments and Additional Charges All service payments must be completed before the scheduled service delivery date unless otherwise agreed in writing. Accepted payment methods include bank transfer, card payment, and digital platforms. Additional charges may be incurred under the following conditions:

• Services provided outside the Colombo metropolitan area (travel and accommodation)
• Reshoots, urgent editing, or expedited delivery
• Additional crew, safety support, or extra equipment
• Food and refreshments for field operators
• Parking fees at service locations

6. Cancellations and Refund Policy In the event of cancellation by the Client, the following policy shall apply:

• If cancellation occurs after booking confirmation, the Company shall retain 20% of the invoiced amount (excluding permission charges) as a cancellation and processing fee.
• If cancellation occurs less than forty-eight (48) hours prior to the scheduled work commencement, the 20% fee will still apply as per the above.
• If cancellation occurs less than twenty-four (24) hours prior or if the Client fails to appear, no refund shall be issued.
• All permit and approval fees are strictly non-refundable.
• Refunds arising from weather, disaster, or other force majeure conditions may be processed as rescheduling only, subject to availability.

7. Operational Conditions and Safety Flight operations are dependent on favourable weather and airspace conditions. The licensed drone pilot shall have absolute discretion and authority to delay, cancel, or terminate the drone operation if any condition is deemed unsafe or in violation of regulatory standards.

Under no circumstances may unauthorised persons handle the drone, enter restricted areas, or interfere with the operation. Clients must not request flights that breach altitude, distance, or restricted zone limitations.

8. Media Rights and Usage License The Company retains all intellectual property rights to footage and images captured during service. Upon receipt of full payment, the Client shall receive a non-exclusive, royalty-free license to use the final media for the purpose agreed in the service brief.

The Client may not sublicense, sell, or commercially exploit the content beyond the agreed scope without written consent. The Company reserves the right to use selected content for its portfolio, website, or marketing unless explicitly declined by the Client in writing prior to service.

9. Data Retention and Legal Documentation For verification and compliance purposes, the Company may collect, process, and retain the following:

• CCTV footage from operational premises
• Audio recordings of client calls and coordination calls
• Screenshots and transcripts of written communication
• Social media images or public profiles relevant to the project
• Identity verification documents (NIC, Passport, Driving License)
• Photos or footage captured on-site
• Payment records, invoices, and service agreements

This information is stored securely and disclosed only in compliance with applicable laws or upon lawful request by authorities or regulatory bodies.

10. Liability Disclaimer and Insurance The Company holds limited liability insurance for drone-related services. However, the Client is responsible for obtaining separate event insurance where required. The Company shall not be liable for:

• Delays, disruptions, or cancellations caused by weather, legal barriers, or force majeure events
• Indirect or consequential losses incurred due to service interruption
• Legal consequences resulting from unauthorised use of aerial content by the Client

11. Force Majeure The Company shall not be held liable for failure to perform obligations if such failure results from events beyond its reasonable control, including but not limited to natural disasters, regulatory embargoes, public unrest, or flight bans imposed by civil aviation authorities.
12. Dispute Resolution and Jurisdiction Any dispute or claim arising out of or in connection with these Terms and Conditions shall first be attempted to be resolved amicably. If unresolved, the matter shall be subject to the exclusive jurisdiction of the courts of Sri Lanka, with proceedings held in Colombo.
13. Modifications to Terms The Company reserves the right to update, revise, or modify these Terms and Conditions at any time. The latest version shall be published on the Company’s official website and shall be deemed binding from the time of publication.
14. Contact Information Rentitem.lk Private Limited (AerialDrone.lk) Address: 113/28, Dr. N.M Perera Mawatha, Colombo 08, Sri Lanka
    Phone: +94 777 712 030 (WhatsApp)
    Email: info@aerialdrone.lk
    Website: www.aerialdrone.lk