RentaKey – Terms and Conditions of Service

1. Introduction & Acceptance of Terms

Welcome to RentaKey (“Company,” “Platform,” “We,” “Us,” or “Our”). RentaKey operates an online vehicle rental platform connecting vehicle hirers (“Renters”) with vehicle owners (“Hosts”) as well as providing direct vehicle rental services across Sri Lanka.

By accessing our website, mobile applications, or booking services, you (“User,” “Renter,” or “Host”) agree to be bound by these Terms and Conditions (“Terms”). If you do not agree to these Terms, you may not access or use the services.

2. Eligibility & Driver Requirements

2.1 Age and Document Requirements

To rent or operate any vehicle listed on RentaKey, the primary driver and any designated additional drivers must fulfill the following criteria:

• Must be at least 21 years of age (higher age thresholds of 25+ may apply for premium, luxury, or heavy vehicle categories).
• Must present a valid, unexpired National Identity Card (NIC) for Sri Lankan citizens or a valid Passport for foreign nationals.
• Must present a valid form of driving credentials:
  • Sri Lankan Residents: A valid Sri Lankan Driving License for the appropriate vehicle category.
  • Foreign Nationals / Tourists: A valid International Driving Permit (IDP) issued in their home country OR a local endorsement/temporary driving permit issued by the Automobile Association of Ceylon (AAC) / Department of Motor Traffic (DMT). RentaKey provides assistance for local license endorsements upon request.

2.2 Verification & Screening

RentaKey reserves the right to conduct identity checks, license validations, and risk assessments prior to confirming any booking or releasing a vehicle.

3. Booking, Rates, & Payments

3.1 Reservation & Confirmation

• Bookings requested via the platform are subject to availability and approval by RentaKey or the vehicle Host.
• A booking is considered binding only after RentaKey issues an official booking confirmation via email or platform notification.

3.2 Rental Charges & Calculation

• Daily Allowance & Mileage: Standard self-drive rentals include a baseline daily mileage allowance (typically 100 km per 24-hour period, unless specified otherwise in the booking summary).
• Extra Mileage: Excess kilometers driven beyond the agreed allowance will be billed at the standard rate per kilometer specified at the time of reservation.
• Mileage Calculation Point:Mileage is calculated to and from the designated pickup/drop-off hub or the vehicle’s home base in Sri Lanka.

3.3 Security Deposit & Payment Terms

• Full rental charges and a mandatory Security Deposit must be paid prior to vehicle release.
• Security deposits may be held via credit card pre-authorization, cash, or bank transfer and will be refunded upon vehicle inspection post-rental, minus any excess mileage, toll fees, fines, or damage assessments.
• Accepted payment methods include major credit cards (Visa, MasterCard), bank wire transfers, and localized digital payment options in Sri Lankan Rupees (LKR) or converted foreign currency equivalent.

4. Vehicle Delivery, Inspection, & Fuel Policy

4.1 Vehicle Handover & Inspection Report

• Prior to taking possession, the Renter and RentaKey representative (or Host) must jointly inspect the vehicle.
• Existing scratches, dents, or mechanical defects must be documented on the Vehicle Inspection Form and signed by both parties.
• Any unrecorded damage discovered upon vehicle return will be presumed to have occurred during the rental period.

4.2 Fuel Policy

• Vehicles are handed over with a specific fuel level (typically Full-to-Full or matching the handover level).
• The Renter must return the vehicle with the exact same level of fuel.
• If a vehicle is returned with less fuel, the Renter will be charged for the missing fuel plus a service refueling fee.

5. Insurance Coverage & Liability

5.1 Standard Insurance Coverage

All vehicles rented via RentaKey are covered by comprehensive commercial rental insurance covering third-party property damage, third-party bodily injury, and vehicle collision (subject to policy conditions).

5.2 Excess / Deductible Liability

In the event of an accident or damage to the vehicle during the rental period:

• The Renter is liable for an Insurance Excess Fee (Deductible) up to the maximum specified in their rental agreement.
• The excess fee applies per incident and must be paid immediately upon damage assessment.

5.3 Non-Covered Damages

Insurance coverage does NOT apply, and the Renter remains 100% financially liable for:

• Damage to tires, rims, undercarriage, suspension, or interior upholstery.
• Engine or mechanical damage resulting from running the vehicle on low oil/coolant, improper fuel refueling (e.g., petrol in a diesel engine), or water ingress due to flooded road driving.
• Theft or damage resulting from negligence (e.g., leaving keys in an unlocked vehicle).
• Accidents occurring while the driver is under the influence of alcohol, drugs, or unauthorized substances.

6. Prohibited Uses & Renter Obligations

Renters agree NOT to use the vehicle for any of the following activities:

1. Carrying passengers or goods for hire or illegal sub-renting.
2. Motor racing, speed testing, off-roading, driving on unpaved beach areas, or driving through deep floodwaters.
3. Towing or pushing other vehicles or trailers.
4. Transporting illegal substances, weapons, or hazardous materials under Sri Lankan law.
5. Allowing unapproved drivers not listed on the rental agreement to operate the vehicle.

Violation of any prohibited use will result in immediate termination of the rental contract, forfeiture of the security deposit, and full financial liability for any resulting legal or repair costs.

7. Chauffeur (With-Driver) Hires

7.1 Working Hours & Overtime

• Standard chauffeur duty hours are 08:00 hrs to 17:00 hrs (9 consecutive hours per day).
• Driving duties requested before 08:00 hrs or after 17:00 hrs will incur an Overtime Fee per hour as specified in the booking rates.

7.2 Driver Allowance & Accommodation

For outstation (overnight) trips outside the vehicle’s primary operating city:

• Renters must provide clean, safe accommodation and meals for the driver OR pay an outstation accommodation allowance (standard minimum LKR 1,500 – LKR 2,500 per night, depending on location).

8. Cancellation, Modifications, & No-Show Policy

8.1 Cancellation Fees

• More than 48 hours prior to pickup: Full refund minus an administrative processing fee.
• 24 to 48 hours prior to pickup: 50% of the total rental fee retained.
• Less than 24 hours prior or No-Show:100% of the first day’s rental fee + applicable delivery charges will be charged.

8.2 Early Returns

No refunds will be issued for early returns or unused days/mileage once the rental period has commenced.

9. Breakdown, Accidents, & Maintenance

9.1 Breakdown Support

RentaKey provides 24/7 Roadside Assistance across Sri Lanka. In case of mechanical failure, the Renter must immediately contact RentaKey Customer Support (+94 78 144 1153 / info@rentakey.lk). Renters are not authorized to arrange third-party repairs without explicit written approval from RentaKey.

9.2 Accident Procedure

In the event of an accident:

1. Stop the vehicle immediately and ensure safety.
2. Report the incident to RentaKey Support and local police (if required).
3. Do not admit liability or sign third-party agreements on site.
4. Obtain a formal police report to support the insurance claim process.

10. Vehicle Owner (Host) Terms & Conditions

For vehicle owners listing their cars, vans, tuk-tuks, or motorcycles on RentaKey:

• Vehicle Condition: Hosts must ensure vehicles are mechanically sound, regularly serviced, clean, and fit for road use.
• Legality & Documents: Hosts must maintain valid Revenue Licenses, Commercial/Rent-a-Car Insurance policies, and valid registration documents.
• Payouts & Service Fees: RentaKey deducts a platform service fee from confirmed bookings before remitting earnings to the Host account within agreed settlement timelines.

11. Limitation of Liability

RentaKey shall not be held liable for indirect, incidental, special, or consequential damages (including loss of travel plans, missed flights, or personal items left in vehicles) arising out of the use of our services or vehicles. RentaKey’s maximum liability under any circumstances is limited to the total rental fees paid by the user for the specific booking.

12. Governing Law & Jurisdiction

These Terms and Conditions are governed by and construed in accordance with the laws of the Democratic Socialist Republic of Sri Lanka. Any legal dispute, claim, or proceedings arising out of or in connection with these Terms shall be subject to the exclusive jurisdiction of the Courts of Colombo, Sri Lanka.

13. Contact Information

For inquiries, support, or emergency assistance, please contact:

• RentaKey Support Team
• Address: Sri Saranankara Road, Dehiwala, Sri Lanka
• Hotline: +94 78 144 1153 / +94 78 184 1153 / +94 77 194 1153
• Email: info@rentakey.lk
• Website: https://rentakey.lk