IE Photo Rentals provides a Damage Waiver Program (“DWP”) on every rental to limit your financial exposure in the event of accidental damage to rented equipment. This policy explains how the DWP works, what it covers, what it does not cover, what you are responsible for if equipment is damaged, and how damage claims are processed.

The DWP is not insurance. It is a contractual limitation on the amount you owe IE Photo Rentals if rented equipment is accidentally damaged during your rental period. By placing a reservation or picking up rental equipment from IE Photo Rentals, you agree to the terms of this Damage Waiver Policy and our Rental Agreement.

1. Damage Waiver Fee

A Damage Waiver Fee is added to every rental. The fee is calculated as one percent (1%) of the manufacturer’s retail replacement value of each item rented, applied per rental.

Example: a camera body with a retail replacement value of $2,500 carries a Damage Waiver Fee of $25 for that rental.

The Damage Waiver Fee is non-refundable. It is earned at the time of pickup and is not returned if no damage occurs.

The DWP cannot be declined. If you carry your own qualifying equipment insurance and would prefer to use it in place of the DWP, you must provide a current Certificate of Insurance naming IE Photo Rentals as Additional Insured and Loss Payee at the time of reservation, subject to our review and approval. Approval is at our sole discretion.

2. What the Damage Waiver Covers

When the DWP is in effect, your financial responsibility for accidental damage to a covered item is limited to:

• Twenty percent (20%) of the actual cost to repair the item, with a minimum charge of $250.00 per damaged item, capped at the retail replacement value of the item.

This means: if a repair quote is low, you pay the $250 minimum. If a repair quote is large, you pay 20% of it. You will never be charged more than the retail replacement value of the item under the deductible itself.

IE Photo Rentals will absorb the remaining repair cost up to the retail replacement value of the item. Repairs are arranged through our chosen service partners or the manufacturer, and we determine the scope and method of repair.

Worked Examples

The table below shows how the deductible works in practice. All figures are illustrative.

Repair Quote	20% of Repair	You Pay (Deductible)
$300	$60	$250 (minimum applies)
$1,000	$200	$250 (minimum applies)
$1,500	$300	$300
$3,000	$600	$600

 

3. What the Damage Waiver Does NOT Cover

The DWP applies only to accidental damage that can be repaired. It does NOT cover, and you remain fully responsible for, the following:

• Loss or theft. If equipment is lost, stolen, misplaced, or not returned for any reason, you are responsible for one hundred percent (100%) of the manufacturer’s retail replacement value, plus any related costs. A police report may be required but does not waive your obligation.
• Water and liquid damage. Damage caused by water, rain, salt water, beverages, paint, oil, or any liquid is considered negligence and is not covered. You are responsible for one hundred percent (100%) of repair or replacement cost.
• Negligence, misuse, or intentional damage. Damage resulting from operating equipment outside its intended use, ignoring product specifications, leaving equipment unattended in a vehicle or public place, allowing untrained third parties to handle the equipment, or any reckless or intentional act is not covered. You are responsible for the full cost of repair or replacement.
• Sand, dust, smoke, and environmental contamination. Damage from sand, dust, smoke, sensor contamination, or similar environmental exposure is not covered.
• Damage to small accessories. Lens caps, lens hoods, body caps, eyecups, cables, straps, USB and HDMI cables, memory card cases, batteries, and similar items with a replacement value under $50 are not covered by DWP. Missing or damaged accessories are charged at full replacement cost.
• Cosmetic-only damage. Minor scuffs and surface marks that do not affect function will generally be absorbed by IE Photo Rentals at our discretion and are not charged. Cosmetic damage that materially affects resale value or function is treated as repair damage.
• Damage discovered after the rental period. Damage must be reported at or before return inspection. Damage discovered after equipment has been re-rented to another customer cannot be covered by your DWP.
• Third-party liability. The DWP does not cover bodily injury or property damage caused by you or your equipment to third parties. We strongly recommend a separate general liability or production insurance policy through Athos Insurance or a similar provider.

4. Loss-of-Use Fees

The Damage Waiver covers the cost of repair only. While an item is in repair, it is unavailable to rent to other customers, which results in lost revenue to IE Photo Rentals. To partially recover this lost revenue, a Loss-of-Use Fee may apply.

How Loss-of-Use Is Calculated

• Day 1 through Day 14 of the repair period: no Loss-of-Use Fee. This 14-day grace period covers diagnosis, parts ordering, and short repair turnarounds at no additional cost to you.
• Day 15 onward: a daily Loss-of-Use Fee equal to fifty percent (50%) of the standard daily rental rate for the item is charged for each day the item remains out of service, until the item is returned to rentable condition or the repair is closed.
• Loss-of-Use Fees are capped at sixty (60) days per item. After 60 days, no further Loss-of-Use Fees accrue on that item.

How the Repair Period Is Measured

The repair period begins on the day the damaged item is received back at our facility and ends on the day the item is returned to our rentable inventory by the repair facility, manufacturer, or our internal service team.

Loss-of-Use Example

Camera body, $80 standard daily rental rate, repair takes 30 days end-to-end:

• Days 1–14: covered by grace period — no charge.
• Days 15–30: 16 days × ($80 × 50%) = 16 × $40 = $640 Loss-of-Use Fee.

5. Items That Cannot Be Repaired (Total Loss)

If a damaged item is determined by the manufacturer or our service partner to be beyond economical repair, the item is treated as a total loss. In that case:

• Your DWP deductible (20% of the manufacturer’s retail replacement value, $250 minimum, capped at retail) applies as your share of the loss.
• IE Photo Rentals absorbs the remaining replacement cost.
• Loss-of-Use Fees stop on the date the total-loss determination is made.

Total-loss determinations are made in writing and shared with you on request.

6. How Damage Claims Are Processed

We use the following process for every damage claim, regardless of size, so that you always know what to expect:

Step 1: Damage Notification at Return

At the return inspection, our team identifies any damage and documents the condition of the item with photos. You will be notified of any visible damage at the time of return whenever possible. You are encouraged to inspect alongside us.

Step 2: Initial Hold

A temporary hold of $250 is placed on the credit card on file as the deductible minimum. This hold is the floor of your eventual deductible and is applied toward, not in addition to, your final deductible amount.

Step 3: Repair Quote

We submit the item to the manufacturer or an authorized repair facility for diagnosis and a written repair quote. We will share the quote with you in writing within five (5) business days of receiving it.

Step 4: Final Deductible Calculation

Once the repair cost is known, we calculate your final deductible: the greater of $250 or 20% of the repair quote, capped at the retail replacement value of the item. If the final deductible is greater than $250, the difference is charged to the card on file. If the final deductible is $250, no additional charge is made beyond the initial hold.

Step 5: Repair Tracking and Loss-of-Use

We track the repair from drop-off to return-to-inventory. If the repair extends beyond 14 days, Loss-of-Use Fees begin to accrue starting on day 15 and are billed weekly to the card on file, with an itemized statement provided.

Step 6: Final Statement

When the item is returned to rentable inventory, we issue a final statement showing the deductible, total Loss-of-Use Fees, repair invoice, and any photos or documentation supporting the claim. You may request supporting documentation at any time during the claim.

7. Your Rights and Disputes

We document every rental, every pickup inspection, and every return inspection with photographs and written notes. If you believe damage was incorrectly attributed to your rental, or you believe the repair quote is unreasonable:

• Notify us in writing within seven (7) days of receiving the damage notification.
• Provide any supporting evidence such as your own photos taken at pickup or return.
• We will review the claim and respond in writing, including, where appropriate, requesting a second opinion or independent assessment.

Filing a credit card chargeback before completing this dispute process may delay resolution and may affect your ability to rent from IE Photo Rentals in the future.

8. Authorization to Charge

By signing the rental agreement and providing a credit or debit card at pickup, you authorize IE Photo Rentals to charge that card for:

• The Damage Waiver Fee at the time of pickup
• Your DWP deductible in the event of damage, calculated as described above
• Loss-of-Use Fees that accrue under Section 4
• Full repair or replacement costs in any case where damage is excluded from the DWP under Section 3
• Any administrative or collection costs incurred by IE Photo Rentals to resolve unpaid charges

All charges will be itemized and supported by documentation, which will be provided to you on request.

9. Insurance Alternatives

If you carry production or equipment insurance and prefer to use it in place of the DWP, you may submit a Certificate of Insurance for our review at the time of reservation. The certificate must:

• Name IE Photo Rentals as Additional Insured and Loss Payee
• Provide coverage equal to or greater than the retail replacement value of the rented equipment
• Be in effect for the entire duration of the rental period

We work with Athos Insurance and can refer you for a quote. If your certificate is approved, the DWP fee will not be charged on that rental, and damage claims will be handled through your insurance carrier rather than under this policy. Loss-of-Use Fees may still apply and are not waived by the presence of insurance unless your policy explicitly covers loss of use to the rental house.

10. Changes to This Policy

We may update this Damage Waiver Policy from time to time. The version of the policy in effect on the date of your reservation applies to that rental. The current Effective Date is shown at the top of this page.

11. Questions

We want every rental to go smoothly, and the DWP is here to make damage situations less painful for you and for us. If you have any questions about this policy before, during, or after your rental, reach out: