Terms of Hire

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1. Who we are

1.1 These terms apply to air conditioning unit hire services provided by YAT Group Limited, trading as Arctic Line.

1.2 Our company details are:

  • Company name: YAT Group Limited

  • Trading name: Arctic Line

  • Company number: 17241366

  • Registered office: Flat 23 Plate House, 3 Burrells Wharf Square, London, England, E14 3TH

  • Email: support@arcticline.co.uk

  • Website: www.arcticline.co.uk

  • VAT number: Not VAT Registered

1.3 In these terms, “we”, “us” and “our” means YAT Group Limited trading as Arctic Line. “You” and “your” means the person, business, school, organisation or other customer hiring equipment from us.

2. What these terms cover

2.1 These terms apply to the hire of portable air conditioning units and any related accessories supplied by us, including exhaust hoses, window kits, remote controls, power cables, fittings, instructions, packaging and any other items supplied with the unit.

2.2 These terms apply to bookings made through our website, by email, by phone, by message, through a booking form, or by any other method agreed by us.

2.3 By placing a booking, paying for a hire, accepting delivery, or using the equipment, you agree to these terms.

2.4 If you are booking on behalf of a business, school, company, partnership, charity, public body or other organisation, you confirm that you have authority to enter into the hire contract on behalf of that organisation.

3. Definitions

In these terms:

  • “Booking” means your request to hire equipment from us.

  • “Equipment” means the air conditioning unit and all accessories supplied with it.

  • “Hire Period” means the period for which you hire the Equipment, as confirmed by us in writing.

  • “Hire Fee” means the price payable for the hire of the Equipment.

  • “Delivery Date” means the date on which we deliver or make the Equipment available to you.

  • “Return Date” means the date by which the Equipment must be returned to us or made available for collection.

  • “Premises” means the property where the Equipment is delivered and used.

4. The hire contract

4.1 Your booking is an offer to hire Equipment from us.

4.2 A contract is formed only when we confirm your booking and receive any payment required before delivery.

4.3 We may refuse or cancel a booking before delivery if:

  • the Equipment is unavailable;

  • we cannot deliver to your location;

  • we believe the Equipment is unsuitable for your intended use or premises;

  • you have provided incomplete, inaccurate or misleading information;

  • payment has not been received;

  • we reasonably believe the booking may create safety, legal, operational or credit risk; or

  • we otherwise cannot fulfil the booking.

4.4 If we cancel before delivery and you have already paid, we will refund the amount paid unless the cancellation is due to your breach of these terms.

5. Hire period

5.1 The Hire Period will be confirmed when you book.

5.2 Unless otherwise agreed in writing, the Hire Period starts when the Equipment is delivered to you and ends when the Equipment is returned to us, collected by us, or otherwise received back by us.

5.3 You must return the Equipment, or make it available for collection, on or before the agreed Return Date.

5.4 If you wish to extend the Hire Period, you must contact us before the Return Date. Extensions are subject to availability and payment of any additional fees.

5.5 If the Equipment is not returned or made available for collection on time, we may charge additional hire fees at our then-current daily, weekly or other applicable rate until the Equipment is returned or collected.

5.6 Maximum hire period: The equipment can be hired for a maximum of 60 days, unless explicitly agreed otherwise. 

6. Equipment supplied

6.1 We will supply the Equipment described in your booking confirmation or, where necessary, a suitable equivalent unit.

6.2 The Equipment remains our property at all times. You do not own the Equipment and must not sell, lend, sub-hire, charge, pledge, dispose of, modify, part with possession of, or allow anyone else to take control of the Equipment.

6.3 We may apply asset labels, serial number records, tracking references or other identification marks to the Equipment. You must not remove, damage, obscure or tamper with these.

6.4 The Equipment is provided for temporary cooling use only. It must not be used for any purpose other than ordinary indoor cooling, unless we have agreed otherwise in writing.

7. Payment

7.1 Payment must be made upfront before we deliver or release the Equipment.

7.2 Prices will be as quoted on our website, booking form, invoice, or booking confirmation.

7.3 Prices may include or exclude VAT depending on our VAT status and the wording of the quote. 

7.4 We may charge separately for:

  • delivery;

  • collection;

  • return shipping;

  • failed delivery or failed collection;

  • late return;

  • cleaning;

  • missing accessories;

  • damage;

  • loss or theft;

  • replacement of the Equipment;

  • call-outs caused by misuse, incorrect setup or customer error; and

  • any other fees clearly stated at the time of booking.

7.5 Security deposit: A security deposit is not usually required however certain circumstances may warrant one. If your rental requires a security deposit, this will be included as part of the initial quote. 

7.6 If additional charges become payable, you agree to pay them promptly following our invoice or payment request.

7.7 For business customers, we may charge interest and reasonable recovery costs on overdue amounts. 

8. Delivery

8.1 We will deliver the Equipment to the address agreed in the booking.

8.2 You are responsible for ensuring that:

  • the delivery address is accurate;

  • someone aged 18 or over is available to receive the Equipment;

  • there is safe and reasonable access to the Premises;

  • any parking, loading, reception, security, concierge or access arrangements are communicated to us in advance;

  • the delivery location is suitable for the size and weight of the Equipment; and

  • delivery can be completed without unreasonable delay or risk.

8.3 We may refuse to deliver if we reasonably believe delivery would be unsafe, unlawful, impossible, impractical, or likely to damage property or injure a person.

8.4 Delivery dates and times are estimates unless expressly confirmed as guaranteed.

8.5 We are not responsible for delay or failure to deliver caused by events outside our reasonable control, including traffic, weather, breakdowns, access restrictions, incorrect delivery information, or customer unavailability.

8.6 If we attempt delivery but cannot complete it because of your act or omission, we may charge a failed delivery fee and any reasonable additional costs.

8.7 Delivery area: UK Mainland. 

8.8 Delivery fees: To be confirmed on agreeing the hire. 

9. Collection and returns

9.1 At the end of the Hire Period, we may either:

  • collect the Equipment from you; or

  • ask you to return the Equipment to us by an agreed method.

9.2 The return or collection method will be confirmed in your booking confirmation or before the end of the Hire Period.

9.3 If we arrange collection, you must ensure that the Equipment is disconnected, accessible, clean, complete and ready for collection at the agreed time.

9.4 If you are responsible for returning the Equipment, you must use the return method we approve and return all accessories, packaging and instructions supplied with the Equipment.

9.5 Unless we agree otherwise, you remain responsible for the Equipment until it has been collected by us or received back by us.

9.6 If collection fails because you are unavailable, access is not possible, the Equipment is not ready, or you otherwise prevent collection, we may charge a failed collection fee and additional hire fees until collection is completed.

10. Your responsibilities while using the Equipment

10.1 You must take reasonable care of the Equipment while it is in your possession or control.

10.2 You must use the Equipment safely, carefully and in accordance with:

  • the manufacturer’s instructions;

  • any instructions we provide;

  • all safety warnings on the Equipment;

  • any guidance provided during delivery or setup; and

  • applicable laws, regulations, building rules, school policies, workplace rules and health and safety requirements.

10.3 You must not:

  • use the Equipment outdoors;

  • expose it to rain, water ingress, excessive moisture, extreme heat, fire, smoke, chemicals or hazardous substances;

  • cover vents or obstruct airflow;

  • operate it without the exhaust hose correctly fitted;

  • use it in an unsuitable, unsafe or poorly ventilated area;

  • use it with damaged sockets, unsafe wiring, overloaded circuits or unsuitable extension leads;

  • modify, repair, dismantle, open or tamper with it;

  • remove safety guards or labels;

  • move it to a different address without our written consent;

  • allow children or vulnerable persons to operate it unsupervised;

  • allow pets to chew, scratch, damage or interfere with it;

  • use it for construction, industrial, commercial, server-room, medical, critical cooling, or other specialist purposes unless we have agreed this in writing; or

  • continue using it after a fault, leak, unusual noise, burning smell, smoke, water issue, electrical issue or other safety concern becomes apparent.

10.4 You must keep the Equipment upright unless the instructions say otherwise. If the Equipment has been tilted or moved, you must allow it to stand upright for the period recommended by us or the manufacturer before switching it on.

10.5 You are responsible for emptying any water tank, checking filters where instructed, keeping the Equipment reasonably clean, and using it in a way that avoids avoidable damage.

10.6 You must not place the Equipment where it may cause trip hazards, block fire exits, obstruct access routes, damage floors, damage furniture, or create unsafe conditions.

10.7 You must tell us promptly if the Equipment is lost, stolen, damaged, faulty, unsafe, seized, confiscated, involved in an accident, or affected by any event that may prevent its return.

11. Installation and setup

11.1 Unless we expressly agree otherwise in writing, the Equipment is supplied as portable equipment and does not warrant or include permanent installation.

11.2 We may provide basic setup guidance or assistance, but you remain responsible for ensuring the Equipment is suitable for your room, window, power supply, building rules and intended use.

11.3 You are responsible for obtaining any required permission from landlords, managing agents, building owners, schools, facilities teams, employers, insurers or other relevant parties before using the Equipment.

11.4 We are not responsible for damage caused by your failure to obtain permission, incorrect setup, unsuitable windows, unsuitable power supply, blocked exhaust hoses, poor ventilation, condensation, water leakage due to misuse, or use contrary to instructions.

11.6 Optional setup service: Our services do not include unit set up.

12. Suitability of the Equipment

12.1 We may provide guidance on the type or size of unit likely to be suitable for a room or space, but cooling performance depends on many factors, including room size, insulation, sunlight, window size, ceiling height, number of occupants, heat-generating equipment, ventilation and weather.

12.2 You are responsible for giving us accurate information about the room or area you want to cool.

12.3 We are not responsible for poor performance caused by inaccurate information, unsuitable premises, excessive heat load, incorrect setup, open doors/windows, blocked vents, or use outside the Equipment’s intended capacity.

12.4 Any performance descriptions, including BTU ratings, room size guidance or cooling estimates, are general guidance only unless we expressly guarantee a specific result in writing.

13. Faults, breakdowns and support

13.1 If the Equipment develops a fault or appears unsafe, you must stop using it immediately and contact us at support@arcticline.co.uk.

13.2 You must not attempt to repair, dismantle or modify the Equipment yourself.

13.3 We may ask you to carry out reasonable basic checks, such as checking the plug, socket, power switch, water tank, filter, hose connection, window kit, error code or room setup.

13.4 If the Equipment has a fault not caused by you, we will use reasonable efforts to repair it, replace it, provide an alternative unit, or refund an appropriate part of the Hire Fee.

13.5 If a fault, call-out, repair or replacement is caused by misuse, negligence, accidental damage, failure to follow instructions, unsuitable setup, unauthorised repair or modification, contamination, loss, theft, or breach of these terms, we may charge you for reasonable repair, replacement, call-out, delivery, collection and related costs.

13.6 We will not charge you for ordinary mechanical breakdown, fair wear and tear, or faults caused by an existing defect in the Equipment, except where the fault has been caused or worsened by your act or omission.

13.7 Support hours: 9am - 5pm, Monday to Friday (excl. public holidays)

14. Damage, loss, theft and missing items

14.1 You are responsible for the Equipment while it is in your possession or control.

14.2 You must return the Equipment in substantially the same condition as it was provided to you, allowing for fair wear and tear.

14.3 You will be liable for reasonable costs arising from:

  • loss of the Equipment;

  • theft of the Equipment;

  • accidental damage;

  • damage caused by misuse, negligence or failure to follow instructions;

  • damage caused by pets, children, visitors, employees, contractors or anyone else you allow to access the Equipment;

  • water damage, impact damage, heat damage, electrical damage, contamination or missing parts caused while the Equipment is in your possession;

  • unauthorised modification, dismantling, repair, relocation or sub-hire;

  • failure to return the Equipment; or

  • failure to return accessories, packaging or instructions supplied with the Equipment.

14.4 If the Equipment is damaged, lost, stolen or not returned, we may charge you:

  • the reasonable cost of repair;

  • the reasonable cost of replacement;

  • the replacement value stated in the booking confirmation or replacement value schedule;

  • loss of hire income where the Equipment cannot reasonably be hired to another customer because of your breach; and

  • reasonable delivery, collection, inspection, administration and recovery costs.

14.5 We will act reasonably when assessing damage, repair cost or replacement cost. We may provide photos, inspection notes, supplier invoices, repair quotes or other evidence where appropriate.

14.6 You will not be liable for fair wear and tear, ordinary mechanical breakdown, or faults caused by defects in the Equipment unless caused or worsened by your act or omission.

14.7 Replacement value per unit: £250

14.8 Missing accessory charges: £50 per item 

15. Cleaning

15.1 You must return the Equipment in a reasonably clean condition.

15.2 We may charge a reasonable cleaning fee if the Equipment is returned excessively dirty, contaminated, stained, affected by smoke, pet hair, food, liquids, chemicals, dust, building debris, mould, infestation, odour or other contamination beyond normal use.

15.3 Cleaning fee: The standard cleaning fee is £50 in the event of the Equipment being returned in a condition that means it cannot feasibly be re-hired immediately. 

16. Consumer cancellation rights

16.1 This clause applies if you are a consumer and you book at a distance, for example through our website, by phone, by email, by message or through an online booking form.

16.2 You may have a legal right to cancel the contract within 14 days without giving a reason.

16.3 The cancellation period starts on the day after the contract is made, unless a different rule applies by law.

16.4 To cancel, you must tell us clearly by emailing support@arcticline.co.uk or using any cancellation method we provide.

16.5 If you ask us to deliver the Equipment or start the hire during the 14-day cancellation period, you agree that we may begin providing the service before the cancellation period has ended. If you then cancel after the hire has started, we may charge you a reasonable amount for the hire, delivery, collection and any services provided up to the time you cancel.

16.6 If the Equipment has been delivered to you, you must stop using it and return it or make it available for collection promptly after cancellation.

16.7 We may withhold any refund until the Equipment has been returned or collected, or until you provide evidence that you have sent it back, where permitted by law.

16.8 Nothing in these terms affects your legal rights as a consumer.

17. Business customer cancellation

17.1 This clause applies if you are booking as a business, school, company, partnership, charity, public body or other organisation.

17.2 You may cancel a booking before delivery subject to the cancellation charges below.

17.3 Business cancellation charges: There will be no cancellation charges accrued providing the cancellation occurs 3 working days before the hire is due to start. After this, the cost due will be calculated on a pro-rata basis, depending on the initial intended duration of the hire. 

17.4 Once the Equipment has been delivered, the Hire Fee is non-refundable unless we agree otherwise or the Equipment is faulty and we are unable to provide a repair, replacement or suitable alternative.

18. Our right to end the hire

18.1 We may end the hire immediately if:

  • you fail to pay any amount due;

  • you breach these terms;

  • you misuse, damage, lose or fail to return the Equipment;

  • you provide false, inaccurate or misleading information;

  • we reasonably believe the Equipment is at risk;

  • we reasonably believe continued use may be unsafe or unlawful;

  • you become insolvent or unable to pay your debts; or

  • you behave abusively, threateningly or unlawfully towards us or our representatives.

18.2 If we end the hire under this clause, you must immediately stop using the Equipment and make it available for collection or return it as instructed.

18.3 Ending the hire does not affect our right to claim any unpaid fees, damage costs, replacement costs or other amounts due.

19. Access to recover Equipment

19.1 If the hire ends or the Equipment must be returned, you must give us reasonable cooperation to collect or recover the Equipment.

19.2 We will not enter your home, business, school or other premises without permission, except where legally permitted.

19.3 You must not prevent, delay or obstruct reasonable collection arrangements.

19.4 If you fail to return the Equipment or make it available for collection, we may take lawful steps to recover it and charge you reasonable recovery costs.

20. Insurance

20.1 Insurance position: The equipment comes uninsured, however cover can be arranged, if required. Please speak to us about this prior to signing any agreement 

20.2 If you are a business customer, we may require you to hold suitable insurance covering hired-in equipment, public liability, employer’s liability and property damage.

20.3 If the Equipment is lost, stolen or damaged, you remain liable under these terms whether or not you have insurance.

21. Safety and compliance

21.1 We will take reasonable steps to ensure that Equipment is checked before hire and is in a safe and usable condition when supplied.

21.2 Electrical safety / PAT testing: The Equipment will adhere to the required testing, which will be carried out when required, and prior to delivery. 

21.3 You must use the Equipment responsibly and in accordance with applicable health and safety requirements.

21.4 Business customers are responsible for carrying out any site-specific risk assessments, staff instructions, workplace checks, fire safety checks, school policies, safeguarding considerations and internal approvals required for use of the Equipment at their premises.

22. Liability

22.1 Nothing in these terms limits or excludes liability for:

  • death or personal injury caused by negligence;

  • fraud or fraudulent misrepresentation;

  • breach of your legal rights as a consumer;

  • breach of any term that cannot legally be limited or excluded; or

  • any other liability that cannot legally be limited or excluded.

22.2 If you are a consumer, we are responsible for losses you suffer that are a foreseeable result of our breach of these terms or our failure to use reasonable care and skill, but we are not responsible for losses that are not foreseeable.

22.3 If you are a consumer, we are not liable for business losses. If you use the Equipment for commercial, business, school, institutional or resale purposes, our liability to you will be limited as set out for business customers unless consumer law says otherwise.

22.4 If you are a business customer, subject to clause 22.1, we will not be liable for:

  • loss of profit;

  • loss of revenue;

  • loss of business;

  • loss of contracts;

  • loss of goodwill;

  • business interruption;

  • loss of anticipated savings;

  • indirect or consequential loss; or

  • losses caused by unsuitable premises, incorrect use, incorrect setup or failure to follow instructions.

22.5 If you are a business customer, subject to clause 22.1, our total liability arising out of or in connection with a hire contract will not exceed the total amount paid for the hire

22.6 We are not responsible for damage to floors, walls, windows, furniture, fixtures, fittings, electrical systems or other property caused by incorrect setup, misuse, unauthorised movement, water leakage due to failure to empty tanks, unsuitable surfaces, failure to follow instructions, or use without required permissions.

22.7 We are not responsible for failure to achieve a particular room temperature unless we have expressly guaranteed that result in writing.

23. Events outside our control

23.1 We are not responsible for delay or failure to perform our obligations where caused by events outside our reasonable control, including extreme weather, traffic, vehicle breakdown, supplier failure, shortages, illness, strikes, accidents, fire, flood, power failure, civil unrest, government action, or other circumstances beyond our reasonable control.

23.2 If such an event affects our ability to provide the hire, we will contact you as soon as reasonably possible and take reasonable steps to minimise the effect.

24. Privacy

24.1 We will process your personal information in accordance with our Privacy Policy.

24.2 Privacy Policy URL: https://www.arcticline.co.uk/legal-pages/privacy-policy

24.3 We may use your contact details to manage your booking, take payment, arrange delivery and collection, provide support, recover Equipment, deal with disputes, and comply with legal obligations.

25. Complaints

25.1 If you have a complaint, please contact us at support@arcticline.co.uk.

25.2 We will aim to acknowledge complaints within 2 business days and respond within 5 business days.

25.3 If you are a consumer, you may have rights to seek advice from Citizens Advice, Trading Standards or another relevant consumer body.

26. General terms

26.1 We may transfer our rights and obligations under these terms to another organisation, provided this does not reduce your rights.

26.2 You may not transfer your rights or obligations under these terms without our written consent.

26.3 If any part of these terms is found to be invalid, unlawful or unenforceable, the rest of the terms will continue to apply.

26.4 If we do not enforce a right immediately, that does not mean we have waived it.

26.5 These terms and the booking confirmation form the entire agreement between you and us for the hire of the Equipment.

26.6 If there is a conflict between these terms and the booking confirmation, the booking confirmation will apply only for the specific commercial details of that booking, such as dates, prices, delivery address and unit model. These terms will apply in all other respects.

27. Governing law and jurisdiction

27.1 These terms are governed by the laws of England and Wales.

27.2 If you are a consumer, you may bring legal proceedings in the courts of England and Wales, or in the courts of the country of the UK where you live if different.

27.3 If you are a business customer, the courts of England and Wales will have exclusive jurisdiction over any dispute arising out of or in connection with these terms or any hire contract.