Gear Relay Vendor Terms and Conditions

Effective Date: 09/10/2025

Welcome to Gear Relay, LLC (“Gear Relay,” “we,” “us”). These Vendor Terms and Conditions (the “Terms”) govern your use of our platform to list and rent equipment. By registering as a vendor or offering equipment for rent, you agree to these Terms.

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1) Introduction and Acceptance

Overview:

• These Terms, together with policies referenced here, form the entire agreement between Gear Relay and each vendor (“Vendor,” “you”).
• We may update these Terms at any time. Material changes will be communicated. Continued use signifies acceptance.
• Any additional or conflicting terms proposed by you do not apply unless expressly agreed in writing by Gear Relay.

2) Vendor Responsibilities

Key Responsibilities:

• Delivery & Pickup: You will personally drop off and pick up equipment according to the quote schedule.
• Signed Delivery Confirmation: At drop-off, obtain a signed delivery confirmation that includes: date, time, renter name/signature, and a clear, itemized list of equipment delivered. You may use a Gear Relay template or your own. Email a photo or scan of the signed confirmation to hello@gearrelay.com within 24 hours.
• Quality & Maintenance: Keep equipment safe, clean, and fully functional; inspect before each rental and document condition (e.g., photos). Repeated failures or poor reviews may lead to suspension or removal.
• Compliance: Follow all applicable laws and safety rules. You represent that you own or have the right to rent the gear and that it is not stolen or encumbered.
• Independent Contractor: You are not an employee, agent, or partner of Gear Relay. Do not hold yourself out as such.
• No Circumvention: Do not take transactions off-platform with renters you met through Gear Relay.
• Renter Terms Reference: Vendors are encouraged to review the Renter Terms and Conditions to understand renter obligations (including responsibility for loss/damage).

3) Insurance and Risk of Loss

Coverage and Responsibility:

• No automatic insurance: Gear Relay does not automatically provide insurance for Vendors or their equipment.
• Renter responsibility: Renters are contractually responsible for loss, theft, or damage during the rental. This obligation appears on renter invoices/agreements.
• Platform disclaimer: Gear Relay is not liable for renter-caused loss, theft, fraud, or damage, even if we facilitate screening or payments.
• Optional Vendor insurance: Insurance is recommended but not required. You are responsible for understanding your coverage and exclusions.
• No injury/property coverage by Gear Relay: We do not cover injuries or property damage arising from equipment use.

4) Payments, Deposits, Fees, and Payouts

How Money Flows:

• Collection agent: You authorize Gear Relay to act as your limited payment collection agent for amounts due from renters.
• Deposit: When a renter confirms a quote, Gear Relay collects a 50% deposit to reserve the rental.
• Balance: The renter’s remaining balance is due per the order schedule and in no case later than 30 days after delivery/pickup unless stated otherwise.
• Payout timing: We pay Vendors within 7 days after receiving the renter’s final payment (subject to holds/verification).

Platform Fees:

• Service Fee: Gear Relay charges a 15% service fee on the rental subtotal. We may deduct this fee before disbursing your payout. This percentage is subject to change with notice.
• Booking Fee (Renter-side): Some orders may include a variable Booking Fee to support regulatory, safety, and operational costs (e.g., identity verification, payment processing risk management, platform operations). The fee may vary based on factors such as city/market, order complexity, duration, or logistics, and is included in the renter’s displayed price prior to confirmation.
• Default/non-payment: If the renter fails to pay the balance, the collected 50% deposit will be allocated proportionally to involved Vendors. Gear Relay is not responsible for unpaid balances; we may pursue collection and remit recovered amounts net of costs.
• Chargebacks/refunds: If a payment is reversed or refunded, we may withhold or recover corresponding amounts from your payouts.
• Taxes: You are responsible for taxes on your earnings. We may collect/submit applicable transactional taxes from renters where required.

5) Cancellations and Changes

Policy:

• Renter cancels > 5 days before delivery: Full deposit refund to renter; no Vendor payout.
• Renter cancels ≤ 5 days before delivery (or no-show): Renter forfeits the 50% deposit as a cancellation fee; deposit (net of fees) paid to Vendor(s). No remaining balance owed by renter.
• Gear Relay liability: Except as above, Gear Relay is not responsible for Vendor losses due to renter cancellation.
• Vendor cancellations: Notify renter and Gear Relay immediately; renter refunded in full. No Vendor payout; repeated/unjustified cancellations may incur penalties or suspension.
• Changes/Partial cancellations: Agreed modifications must be recorded via the Platform or in writing.
• Force majeure: We may implement special rules for events beyond anyone’s control and will communicate if applicable.

6) Liability Limits and Indemnification

Protection and Limits:

• No indirect damages: Gear Relay is not liable for indirect, incidental, special, consequential, or punitive damages.
• Liability cap: Gear Relay’s total liability to you is limited to the service fees we earned from your rentals in the prior 12 months, or $100 if none.
• As-is service: The Platform is provided “as is” and “as available” without warranties of any kind.
• Your indemnity: You will indemnify, defend, and hold harmless Gear Relay and its affiliates, officers, directors, employees, and agents from claims, losses, and costs (including reasonable attorneys’ fees) arising out of your use of the Platform, your rentals/interactions with renters, your breach of these Terms or law, and injuries/damages caused by your equipment or negligence.

7) Termination and Suspension

When Access Can End:

• By Gear Relay (for cause): Suspension/termination for violations, repeated poor reviews, quality failures, fraud, off-platform transactions, illegal use, or other material breaches.
• By Gear Relay (no cause): Suspension/termination with notice (e.g., program changes). Existing bookings honored or cancelled with appropriate refunds; amounts owed will be paid.
• By Vendor: You may stop using the Platform at any time, but must honor accepted bookings unless we agree otherwise.
• Effect: Listings are removed; certain provisions survive (e.g., payouts owed, indemnity, liability limits).

8) Dispute Resolution and Governing Law

Texas-Based Resolution:

• Governing law: Texas law governs these Terms.
• Venue: State or federal courts in Bexar County, Texas, unless arbitration is elected by Gear Relay.
• Informal resolution: Parties will attempt to resolve disputes in good faith within 30 days of written notice.
• Arbitration (at Gear Relay’s option): Binding arbitration in San Antonio, Texas, under AAA rules, before a single arbitrator. Judgment may be entered in any court with jurisdiction. Each party waives jury trial and class actions.
• Fees: Prevailing party may recover reasonable attorneys’ fees and costs where allowed by law.

9) Miscellaneous

General Terms:

• Severability: If any provision is invalid, the rest remain enforceable.
• No waiver: Failure to enforce is not a waiver of future enforcement.
• Assignment: You may not assign without our consent. We may assign in connection with corporate transactions and will notify you.
• Relationship: Independent contractors. No agency, partnership, or employment is created.
• IP and content: Gear Relay owns the Platform, trademarks, and content we provide. You own your content but license us to use it to operate and promote your listings.
• Notices: We may notify you via email or the Platform. Keep your contact info current.
• Headings: For convenience only.

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By clicking “I Agree” or by listing equipment on Gear Relay, you confirm you have read and agree to these Vendor Terms and Conditions.