THE ARCHIVE LAB – EQUIPMENT RENTAL AGREEMENT
Terms and Conditions
Effective Date: 19 October 2026
These Terms and Conditions govern the rental of equipment from THE ARCHIVE LAB (“Owner”, “we”, “us” or “our”) by the person or business renting the equipment (“Renter”, “you” or “your”).
By placing a booking, making payment, or collecting the rented equipment, the Renter acknowledges that they have read, understood and agreed to these Terms and Conditions.
1. Pricing, Availability and Errors
1.1. All rental prices, equipment availability and other information displayed on our website or communicated by us are subject to change.
1.2. We reserve the right to correct pricing, listing, availability or other administrative errors. If an error materially affects an existing booking, we will communicate with the Renter to resolve the matter before proceeding.
1.3. A booking is subject to equipment availability and confirmation by the Owner.
2. Booking and Payment
2.1. A booking is confirmed only when the Owner has accepted the booking and the full rental payment has been received, unless otherwise agreed by the Owner in writing.
2.2. The Renter must provide accurate booking and contact information and any information reasonably required to process the rental.
2.3. The rental payment and applicable security deposit must be settled before the equipment is released to the Renter.
2.4. The Renter is responsible for ensuring that the selected equipment, rental dates and rental duration are correct before completing the booking.
3. Rental Period, Collection and Return
3.1. The rental period is the period stated in the confirmed booking or otherwise agreed in writing by the Owner.
3.2. The Renter must collect and return all rented equipment and accessories at the agreed dates and times.
3.3. Any extension of the rental period or change to the collection or return time requires the mutual agreement of both parties. A request for a change does not constitute approval unless both parties have agreed to it.
3.4. Mutually Agreed Changes to Collection and Return Times
Where circumstances require, the Renter and THE ARCHIVE LAB may mutually agree to adjust the scheduled collection or return time. Any collection or return outside the originally scheduled time, where such an arrangement has been mutually agreed upon by both parties, shall not be treated as a late collection or late return, and no late-return charge shall apply solely due to the agreed time adjustment. The agreed arrangement should be confirmed through a mutually agreed communication channel.
3.5. If the Renter wishes to extend the rental period beyond the originally agreed rental duration, the extension must be mutually agreed upon by both parties. Any additional rental charges arising from an agreed extension shall be communicated and agreed upon before the extension takes effect.
4. Security Deposit
4.1. A security deposit may be required for each rented item. The deposit amount is determined by the Owner and communicated to the Renter before the equipment is released.
4.2. The deposit serves as security for the Renter’s obligations under this Agreement, including the return of equipment and accessories and responsibility for applicable damage, loss, late-return charges and other amounts properly payable under these Terms.
4.3. The deposit will be refunded after the equipment has been returned and inspected, subject to any applicable deductions under this Agreement.
4.4. Where the deposit is paid in cash, the refund will ordinarily be made at the time of return and inspection, where practicable. Where the deposit is paid electronically, the Owner will initiate the refund by the next working day after the equipment has been returned, the necessary inspection has been completed and any required refund details have been received. The time taken for the funds to reach the Renter may depend on the relevant bank or payment provider.
4.5. If the deposit is insufficient to cover amounts properly payable by the Renter under this Agreement, the Renter remains responsible for the outstanding balance.
5. Late Returns
5.1. The Renter must return the equipment by the agreed return date and time, including any revised time mutually agreed upon by both parties.
5.2. If the equipment is returned late without the mutual agreement of both parties to adjust the return time, the Renter will be charged one day’s rental rate for each day of delay.
5.3. A mutually agreed change to the return time under Section 3.4 will not, by itself, constitute a late return or incur a late-return charge.
5.4. The late-return charge does not remove the Renter’s obligation to return the equipment as soon as possible.
5.5. If the equipment remains unreturned for seven (7) days after the agreed return date, including any revised return date mutually agreed upon by both parties, the Owner may treat the matter as an unreturned-equipment case under Section 12 and seek the applicable replacement cost and other amounts properly recoverable under this Agreement and applicable law.
6. Collection and Inspection
6.1. The Renter must inspect and, where reasonably possible, test the equipment at collection.
6.2. Any visible damage, missing accessories or apparent malfunction identified at collection must be reported to the Owner before the equipment is taken away.
6.3. Once the equipment has been collected, the Renter is responsible for its care and safekeeping, subject to applicable law and the terms of this Agreement.
6.4. The Owner may not be responsible for a condition that could reasonably have been identified during collection but was not reported at that time. This provision does not exclude any rights or remedies that cannot lawfully be excluded, including rights relating to a defect that could not reasonably have been identified during inspection.
7. Cancellation and Rescheduling
7.1. Cancellation by the Renter
The cancellation period is calculated backwards from the scheduled rental start or collection date and time, not from the date the booking was placed.
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More than seven (7) days before the scheduled rental start or collection: 90% of the rental payment will be refunded.
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Within seven (7) days but more than twenty-four (24) hours before the scheduled rental start or collection: 50% of the rental payment will be refunded.
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Within twenty-four (24) hours before the scheduled rental start or collection: No rental payment will be refunded.
7.2. Any security deposit paid will be handled separately from the rental-payment refund, subject to any amount properly payable under this Agreement.
7.3. Date Changes
7.3.1. A request to change the rental dates must be made to the Owner and is subject to equipment availability and the mutual agreement of both parties.
7.3.2. The changed rental dates must fall within one (1) month from the original booking date.
7.3.3. If a date-change request is made within three (3) days before the scheduled collection date, the Owner may charge a rescheduling fee equal to 20% of the rental payment.
7.3.4. Where approved, the date change will apply to the same equipment unless the Owner agrees otherwise. Alternatively, the Owner may allow the amount already paid to be credited towards a subsequent rental.
7.3.5. If the revised rental is less expensive than the original booking, the difference will not be refunded unless the Owner expressly agrees otherwise.
7.3.6. If the Renter does not complete an approved rescheduling arrangement, the amount already paid may be retained in accordance with the applicable cancellation terms.
7.4. Any cancellation or rescheduling arrangement must be mutually agreed upon by both parties.
8. Proper Use of Equipment
8.1. The Renter must handle, operate, transport and store the equipment with reasonable care and in accordance with any applicable operating instructions.
8.2. The Renter must use the equipment only for lawful purposes and must not use it in a manner that creates an unreasonable risk of damage, loss or injury.
8.3. The Renter must not sell, lend, sub-rent, transfer, pledge, modify or otherwise dispose of the equipment without the Owner’s prior written consent.
8.4. The Renter must take reasonable precautions to protect the equipment against theft, loss, water damage, impact, fire and other foreseeable risks.
9. Ownership and Intellectual Property
9.1. All rented equipment remains the property of the Owner or its lawful owner. The rental does not transfer ownership to the Renter.
9.2. The Renter is responsible for obtaining any permissions, licences or releases required for the Renter’s own filming, photography, audio recording or other production activities.
9.3. The Owner does not claim ownership of images, video, audio or other content created by the Renter using the rented equipment solely by reason of the rental.
10. Damage, Repair and Modification
10.1. The Renter is responsible for damage to the equipment occurring during the rental period, except to the extent the damage results from a pre-existing condition, ordinary wear and tear, or another circumstance for which the Renter is not legally responsible.
10.2. Any pre-existing damage or malfunction identified at collection must be reported to the Owner before the equipment is taken away.
10.3. The Renter must not attempt repairs, alterations, disassembly or modifications without the Owner’s prior consent.
10.4. If the equipment is damaged while in the Renter’s care, the Owner will determine a reasonable repair method and may arrange repair through an external service provider or, where appropriate, in-house.
10.5. The Renter must pay reasonable repair costs and the cost of necessary replacement parts and labour for damage for which the Renter is responsible. The amount payable will be based on the actual and reasonable cost of repair or other appropriate remedy.
10.6. The Owner will communicate the applicable repair costs to the Renter. Payment must be made through a payment method agreed between the Owner and the Renter.
11. Cleaning Charges and Missing Accessories
11.1. The Renter must return the equipment in a reasonably clean condition, allowing for normal use.
11.2. If the equipment requires additional cleaning because of smoke, mud, excessive dirt, chalk, powder, sand or other foreign matter beyond normal use, the Renter must pay the reasonable cleaning cost incurred.
11.3. The Renter is responsible for returning all accessories and components supplied with the equipment.
11.4. If an accessory or component is missing, the Renter must pay its reasonable replacement cost.
11.5. Where an accessory is missing or an outstanding issue remains to be resolved, the Owner may retain the relevant security deposit amount, or the portion reasonably necessary to cover the outstanding liability, until the matter has been assessed and resolved. Any remaining balance must be refunded in accordance with Section 4.
12. Loss, Theft and Unreturned Equipment
12.1. The Renter is responsible for the equipment while it is in the Renter’s care, custody or control, subject to applicable law and any circumstances for which the Renter is not legally responsible.
12.2. If equipment is lost, stolen or damaged beyond economical repair during the rental period, the Renter may be required to pay its reasonable replacement cost, taking account of the circumstances and the Renter’s legal responsibility.
12.3. The Renter must promptly notify the Owner if equipment is lost or stolen and must reasonably cooperate with any relevant report or investigation.
12.4. If equipment has not been returned within seven (7) days after the agreed return date, including any revised return date mutually agreed upon by both parties, the Owner may seek the applicable replacement cost in addition to any other amounts properly payable under this Agreement, subject to applicable law. Any recovery will take account of amounts already paid for the same loss to avoid double recovery.
12.5. Any amount claimed under this Section must be reasonably supported by the relevant replacement cost or loss.
13. Default and Recovery of Amounts Owed
13.1. The Renter is in default if the Renter fails to comply with a material obligation under this Agreement, including failure to return the equipment, pay an amount properly due, or take reasonable care of the equipment.
13.2. If the Renter defaults, the Owner may request payment of overdue amounts, require the return of the equipment and pursue any remedies available under this Agreement and applicable law.
13.3. The Renter may be responsible for reasonable recovery costs or legal costs to the extent permitted by applicable law and awarded or otherwise recoverable in the relevant circumstances.
13.4. Nothing in this Agreement requires the Owner to pursue criminal proceedings for a contractual dispute. Any suspected criminal conduct may be reported to the appropriate authorities where justified.
14. Outstanding Payments
14.1. Any rental payment, late-return charge, repair cost, cleaning cost, replacement cost or other amount payable under this Agreement must be paid by the Renter when it becomes due or within the payment period communicated by the Owner.
14.2. The Owner will communicate the basis of any additional amount claimed under this Agreement.
14.3. No provision of this Agreement constitutes blanket authorisation for the Owner to charge an unspecified amount to a payment card, bank account or other payment method. Any payment or deduction must be made through an agreed payment arrangement and in accordance with applicable law.
15. Equipment Malfunction and Service Interruptions
15.1. The Renter must notify the Owner as soon as reasonably practicable if the equipment malfunctions or becomes unusable during the rental period.
15.2. The Owner will reasonably consider the circumstances and, where appropriate and available, may arrange a repair, replacement or other reasonable solution.
15.3. Where the equipment cannot be used due to a verified malfunction not caused by the Renter, or due to a delay attributable to the Owner, any remedy will be assessed in light of the affected rental period and applicable law.
15.4. To the extent permitted by law, the Owner will not be liable for indirect, incidental or consequential losses, such as loss of anticipated profit, production costs or missed opportunities, arising from equipment malfunction or delay. This limitation does not exclude liability that cannot lawfully be excluded.
16. Renter’s Responsibility and Indemnity
16.1. The Renter is responsible for the Renter’s use of the equipment and must comply with applicable laws, regulations and safety requirements.
16.2. To the extent permitted by law, the Renter is responsible for third-party claims, losses or liabilities arising from the Renter’s negligent, unlawful or unauthorised use of the equipment.
16.3. Nothing in this Agreement excludes or limits liability for fraud, wilful misconduct, negligence or any other liability that cannot lawfully be excluded or limited.
17. Personal Data and Communications
17.1. The Owner may collect and use personal information reasonably necessary to process bookings, verify the Renter’s identity, administer the rental, manage deposits, communicate with the Renter and protect the equipment and the Owner’s lawful interests.
17.2. Where reasonably necessary for the rental, the Owner may request identity verification documents or copies of identity documents. Such information will be handled in accordance with the Owner’s Privacy Policy and applicable Malaysian personal data protection law.
17.3. The Owner may communicate with the Renter through the contact details provided, including email, telephone, messaging applications or other agreed communication channels, for booking administration, rental arrangements, return reminders and the resolution of outstanding matters.
17.4. Personal information will not be publicly disclosed merely as a debt-collection measure. Any disclosure to a third party must have an appropriate lawful basis and be handled in accordance with applicable law.
18. Taxes, Charges and Legal Compliance
18.1. The Renter must comply with applicable laws and must not use the equipment for any unlawful purpose.
18.2. The Renter must not create or permit any unauthorised lien, security interest or third-party claim over the equipment.
18.3. The Renter is responsible for taxes, duties, penalties or other charges directly arising from the Renter’s own unlawful use or handling of the equipment, to the extent that the Renter is legally responsible for them.
19. Changes to These Terms
19.1. The Owner may update these Terms and Conditions from time to time.
19.2. Unless otherwise required by law or agreed with the Renter, the version accepted at the time of booking will govern that booking. Updated terms will generally apply to future bookings.
20. Governing Law and Disputes
20.1. This Agreement is governed by the laws of Malaysia.
20.2. The parties will attempt to resolve any dispute arising from this Agreement through good-faith communication.
20.3. If the dispute cannot be resolved through discussion, either party may pursue the remedies available through the appropriate Malaysian courts or other competent dispute-resolution body.
20.4. Nothing in this Agreement limits any statutory rights available to the Renter under applicable Malaysian law.
21. General Provisions
21.1. If any provision of this Agreement is found to be invalid or unenforceable, the remaining provisions will continue to apply to the extent permitted by law.
21.2. A failure or delay by the Owner to enforce a provision does not automatically waive the Owner’s right to enforce it later.
21.3. This Agreement should be read together with the confirmed booking details and any additional terms expressly agreed in writing by the Owner and the Renter.
21.4. If there is a conflict between these Terms and a mandatory requirement of applicable law, the mandatory legal requirement will prevail.
22. Acceptance of Terms
By placing a booking, making payment, or collecting the rented equipment, the Renter confirms that they have read, understood and agreed to these Terms and Conditions.
Rental Provider: THE ARCHIVE LAB
Business Type: SSM-registered sole proprietorship or partnership, as applicable
Contact Email: sales@thearchivelab.my
The registered business name and registration number should be stated exactly as recorded by the Companies Commission of Malaysia (SSM) on the final published version.