trailer rental terms and conditions

Madison Indiana Trailer Rentals LLC – Terms and Conditions

Effective Date: Date of Rental
Location: Madison, Indiana

By booking a trailer rental through Madison Indiana Trailer Rentals LLC (“Provider”), the individual or entity renting the trailer (“Renter”) agrees to the following legally binding terms and conditions:

1. Rental Period
• Rental begins at the scheduled pickup time and ends at the agreed return time stated in the rental agreement.
• Late returns without prior written approval will incur additional charges at a minimum of the daily rental rate, plus any applicable late fees.
• Trailers not returned within 24 hours of the scheduled time may be reported as stolen to law enforcement, and Renter will be responsible for all associated costs, including legal fees.

2. Trailer Use
• Trailers must be used solely for lawful purposes and operated in accordance with all applicable laws and manufacturer guidelines.
• Overloading beyond rated capacity is strictly prohibited.
• No subleasing, modifications, or out-of-state use without prior written consent from Madison Indiana Trailer Rentals LLC.
• Renter is solely responsible for securing all loads and ensuring safe towing practices.
• Any fines, penalties, or citations incurred during the rental period are the sole responsibility of the Renter.

3. Condition and Inspection
• Trailers are inspected before and after each rental.
• Renter must return the trailer in the same condition as received, excluding normal wear.
• Post-rental inspections may occur up to 72 hours after return to allow for thorough evaluation.
• Damage, loss, theft, excessive wear, or missing equipment will result in charges to the Renter.
• Cleaning fees will apply if the trailer is returned in an unsanitary or excessively dirty condition.
• Charges will be based on actual replacement cost of affected items, plus parts, labor, administrative costs (including, but not limited to, costs for processing claims, preparing estimates, obtaining parts, and coordinating repairs), and rounded to the next whole dollar.
• The Provider’s determination of damage and cost is final and binding.

4. Payment, Deposits, and Card Authorization

Full payment for the rental, including applicable taxes, is due at the time of equipment pickup.
Madison Indiana Trailer Rentals LLC accepts payment by credit/debit card or cash.
Deposits may be collected in one of the following ways, depending on the situation:
- A temporary card authorization (hold)
- A full refundable charge to the card
- A cash deposit returned after the rental
When a card is used, all transactions are processed securely through Stripe. Madison Indiana Trailer Rentals LLC does not have access to your full card number or stored card details.
If a card is provided at pickup, Renter authorizes Madison Indiana Trailer Rentals LLC to charge that card for any post‑rental fees, including but not limited to: damage, cleaning, late return, loss, loss of rental income (“loss of use”), recovery costs, or any other charges outlined in this agreement.
If Renter pays cash and no card is provided, Renter remains fully responsible for all post‑rental charges. Failure to pay any outstanding balance immediately upon request may result in collections action.
In the event of non‑payment, Renter is liable for all associated costs, including collection agency fees, administrative fees, and attorney’s fees.

5. Required Documentation
• Renter must present a valid driver’s license and current auto insurance card or screenshot at pickup.
• Failure to provide documentation will result in cancellation without refund.
• Renter affirms that their insurance covers trailer towing and hauling; Provider is not responsible for verifying coverage.

6. Insurance and Liability
• Madison Indiana Trailer Rentals LLC does not insure the trailer or its contents during the rental period.
• Renter assumes full responsibility for the trailer, its operation, and any damage or loss occurring during the rental period.
• Provider is not liable for personal injury, property damage, vehicle damage, or accidents arising from trailer use, towing, loading, or unloading.
• Renter is responsible for all costs not covered by their insurance.

7. Indemnification
• Renter agrees to indemnify, defend, and hold harmless Madison Indiana Trailer Rentals LLC, its owners, agents, and affiliates from any claims, damages, losses, liabilities, costs, or expenses (including attorney’s fees) related to trailer use, towing, loading, or equipment handling.
• This indemnification survives the termination of the rental agreement.

8. Equipment Use Disclaimer
• Supplemental equipment (e.g., dollies, tie-downs, tarps) is provided as-is and without warranty.
• Renter assumes all risks and agrees to follow manufacturer guidelines.
• Provider disclaims liability for injury or damage resulting from misuse.

9. Governing Law and Dispute Resolution
• This agreement is governed by the laws of the State of Indiana.
• Disputes shall be resolved exclusively in the courts of Jefferson County, Indiana.
• Both parties agree to attempt resolution through good-faith mediation before litigation.
• Renter waives any right to participate in a class action or jury trial related to this agreement.

10. Ownership and Operational Control
• Some or all trailers rented through Madison Indiana Trailer Rentals LLC may be titled in the personal name of the owner or affiliated individuals. Regardless of title status, all trailers are operated, managed, and rented exclusively under Madison Indiana Trailer Rentals LLC.
• The Renter acknowledges that the rental agreement is solely with Madison Indiana Trailer Rentals LLC, and that all terms, liabilities, and responsibilities outlined herein apply to the LLC as the rental provider.

11. Insurance Responsibility & Claims
1. Renter’s Insurance Coverage
The Renter is solely responsible for ensuring that their personal or commercial auto insurance policy provides coverage for towing and damage to rented trailers. Madison Indiana Trailer Rentals LLC (“Provider”) does not provide insurance for the trailer or its contents during the rental period.

2. Liability for Loss or Damage
The Renter is financially responsible for any and all loss, theft, or damage to the trailer, regardless of fault, cause, or whether such loss is covered by insurance. This includes, but is not limited to, collision, rollover, fire, theft, vandalism, weather events, and improper use.

3. Insurance Claims Process
In the event of loss or damage:
• The Renter must immediately notify the Provider and their insurance carrier.
• The Renter must provide the Provider with the insurance company name, policy number, claim number, and adjuster contact information.
• The Renter authorizes the Provider to communicate directly with their insurance company, file claims, and receive payment for the loss or damage.
• The Renter agrees to fully cooperate with the Provider and any insurance investigation, including providing statements, documents, and access to the damaged trailer.

4. Assignment of Benefits
The Renter hereby assigns any and all insurance benefits payable for damage to the trailer directly to the Provider. The Renter agrees to sign any documents necessary to effectuate this assignment.

5. Shortfall Liability
If the insurance payout is less than the actual replacement cost, repair cost, or associated expenses (including administrative costs, loss of rental income (“loss of use”), and towing/recovery fees), the Renter remains personally liable for the difference. Such amounts may be charged to the card on file without further notice.

6. Failure to Maintain Coverage
If the Renter’s insurance denies coverage for any reason, the Renter remains fully responsible for all costs of repair or replacement.

7. Recovery Costs
The Renter is responsible for all costs associated with recovering, towing, or transporting the trailer back to the Provider’s location if it is abandoned, impounded, disabled, or otherwise left outside the agreed return location.

12. Cancellations

The Provider reserves the right to cancel any reservation due to unsafe weather conditions, equipment issues, or other circumstances beyond its control.

13. Reservation Deposit

A $50 reservation deposit is required to hold a trailer for your scheduled rental date and time. This deposit is applied toward your $150 refundable damage deposit that is paid at pickup. If you arrive as scheduled, the $50 reservation deposit will be added to the remaining $100 due at pickup to complete the full $150 damage deposit.

The reservation deposit is non‑refundable in the event of a No Call / No Show. Failure to arrive within 30 minutes of your scheduled pickup time without prior communication will result in forfeiture of the $50 reservation deposit.

14. Authorization & Acknowledgment
By checking the box at booking, Renter:
• Acknowledges they have read, understood, and agreed to these Terms and Conditions in full.