1. Normal Wear & Tear (No Charge)
Portable air conditioners operate continuously during warm months, and some cosmetic wear is expected. Customers are not charged for normal wear that does not affect the operation of the equipment.
Examples include: • Minor scratches or scuffs on the housing • Normal vibration or operating noise • Routine dust accumulation or filter cleaning • Age-related wear or manufacturer defects
2. Customer Responsibility
The unit must remain upright, stationary, and in the location where it was installed. Customers agree not to move, tip, modify, or disconnect the system from its venting configuration.
The equipment must: • Remain connected to the exhaust hose • Be plugged directly into a wall outlet • Not be used with extension cords or power bars
Failure to follow these requirements may result in damage that is chargeable.
3. Chargeable Damage Categories
Charges apply only when misuse results in functional failure of the unit.
3.1 Orientation Damage Portable AC compressors rely on proper oil distribution. Tipping or laying the unit down can cause internal failure.
3.2 Impact Damage Objects falling onto the unit or the unit being struck may damage internal fans or electronics.
3.3 Liquid Ingress Spills or liquids entering the machine beyond normal condensation can cause electrical damage.
3.4 Electrical Misuse Improper power connections or overloaded circuits can damage internal components.
3.5 Internal Contamination Foreign objects, debris, or excessive dust entering the unit may cause overheating or malfunction.
4. Non–Chargeable Conditions
The following conditions are not considered damage: • Cosmetic marks that do not affect performance • Minor dents without operational impact • Normal condensation or moisture • Routine filter dirt • Manufacturer defects
5. Assessment & Documentation
Cool Solutions technicians document the condition of equipment during installation and retrieval using photographs. Damage evaluations rely on this documentation together with technician inspection to determine responsibility.
6. Repair Billing Standard
If the unit can be repaired, customers are responsible only for the actual cost required to restore the equipment to working order. No punitive fees or administrative markups are applied.
7. Replacement Standard
If damage is severe and repair is not commercially reasonable, the unit may require replacement. The retail reference value of the portable air conditioning unit is $720. Replacement charges will not exceed this amount and are based on actual replacement cost.
8. Access & Retrieval
Customers must allow reasonable access for inspection or retrieval when service ends. Billing may continue if equipment cannot be retrieved due to denied access or missed appointments.
9. Fairness Principle
Cool Solutions applies these policies consistently to ensure customers are treated fairly while also protecting equipment from misuse. Most customers never incur charges, and the policy exists primarily to prevent avoidable damage.
CANCELLATIONS
Customers may cancel service with 30 days notice. Rental billing continues during this notice period. A minimum rental commitment of 60 days applies from the installation date to prevent short■term use during temporary weather events.
1. Cancellation and Early Termination
2. Non–Chargeable Conditions (Normal Wear & Tear)
Normal residential use causes cosmetic wear that does not affect performance. These conditions are not billable.
• Cosmetic scratches or surface marks
• Normal vibration or operational sound
• Routine filter dust or cleaning needs
• Age related wear or manufacturer defects
3. Chargeable Damage Categories
Damage charges apply when misuse results in functional failure of the equipment.
Damage Type Typical Cost Range
Orientation damage (tipping / laying down) $200 – $400
Impact damage causing functional failure $150 – $600
Liquid ingress beyond condensation $200 – $600
Electrical misuse damage $200 – $600
Internal contamination damage $150 – $500
4. Replacement Standard
If a unit cannot be reasonably repaired, replacement may be required. The retail reference value of the portable air conditioning unit is $720. Replacement charges will not exceed this amount and are based on actual replacement cost.
5. Billing Principles
• Charges apply only when functional failure is confirmed.
• Damage assessments rely on installation and retrieval photos.
• Customers pay only actual repair or replacement cost.
• No punitive fees or markups are applied.
6. Access & Retrieval Protection
Billing continues until equipment is accessible and retrieved by Cool Solutions. Missed appointments or denied access may delay retrieval and extend billing during the notice period.