Terms & Conditions

1. Scope and agreement priority

“Cooler Lease” refers to the business operating this website; the legal contracting party must be identified in your written agreement. These terms govern use of this website and submission of inquiries. The equipment-use and risk-allocation provisions apply to a rental when incorporated into the accepted written rental agreement. Posting terms online alone does not amend an existing contract.

A separately accepted written agreement controls any conflict with these website terms. Mandatory law controls where it cannot be varied by agreement. Changes apply prospectively; material changes to an existing rental require the agreement or consent required by that contract and law.

2. Requests, availability and authorization

A quote request, RFQ, dealer application, automated receipt or conversation does not reserve equipment, accept a purchase order, appoint a dealer or create a rental contract. Availability, equipment, suitability, pricing, dates, delivery and any special commitments require written confirmation by an authorized representative. We aim to respond within 24 business hours; that review window is not an emergency response or delivery guarantee.

You must provide accurate information and have authority to submit it for your organization. Government and corporate procurement requirements, mandatory clauses and vendor qualifications must be disclosed for review. No government registration, contract vehicle or eligibility is established merely by accepting an inquiry.

3. Charges, payment, deposit, extensions and cancellation

Unless the accepted written offer says otherwise, the minimum initial rental and billing period is seven days. Using or returning the unit early does not reduce that minimum charge. Rental is quoted at a daily rate for the equipment, dates, location and scope requested. A quote reflects current pricing and availability but does not hold equipment. A unit is reserved only after Cooler Lease receives the signed agreement and required funds and sends written reservation and scheduling confirmation.

The initial amount due includes the seven-day minimum rental charge, quoted delivery and pickup, applicable state and local sales taxes, and a $250 refundable security deposit. Available payment methods may include credit card, debit card, ACH or bank wire; secure instructions are provided after quote acceptance. A current tax-exempt certificate must be provided and accepted before the transaction is finalized. It must be current, valid for the transaction, and issued to the same legal organization or company named as the renter. Nonmatching entity, name, address or purchasing details are not accepted for tax-exempt treatment.

At delivery, the customer receives a walk-around and obvious existing damage is noted. After return intake and inspection, Cooler Lease normally initiates an eligible deposit refund within 3–5 business days, less any documented deduction permitted by the accepted agreement for chargeable damage, missing equipment, extraordinary cleaning, generator refueling service charges or unpaid amounts. Financial-institution processing may take additional time. Extensions, cancellations, relocation, missed access and other charges are governed by the accepted agreement. See the plain-language rental pricing and deposit guide.

4. Site, access, power and approved use

The customer must disclose the intended contents and operating requirements, provide authorized and safe access, secure suitable placement, and arrange the electrical supply specified for the actual unit. The customer is responsible for site permissions, qualified electrical work, utility continuity and any agreed generator operation, fuel or backup arrangements. Do not assume one unit’s electrical requirements apply to another.

Follow supplied operating and loading instructions. Keep airflow and service access clear, use approved loads and handling methods, and prevent unauthorized access. Do not relocate, tow, alter, repair or sublease equipment without written authorization. Hazardous or regulated contents and pharmaceutical uses require prior written suitability approval. Human remains are prohibited in the Cooler Lease commercial fleet; mortuary rentals are exclusively handled by Morgue Lease using separate inventory.

Cooler Lease provides one wheel chock for every trailer tire. The full set must remain correctly positioned at all times while the trailer is parked or deployed—no exceptions. Chocks may be moved only when the trailer itself is being moved or serviced under the direction of Cooler Lease or its authorized delivery or service provider, and must be replaced immediately afterward. Intentional unauthorized removal is a material safety breach and grounds for immediate termination without refund of prepaid rental charges, subject to the controlling agreement and applicable law.

Cooler Lease supplies the assigned unit’s electrical specifications. Before energizing the equipment, the customer must have a qualified electrician confirm compatible and code-compliant voltage, phase, amperage, overcurrent protection, grounding and connector for the Cooler Lease electrical module. Unapproved adapters, extension equipment, generators or modifications may not be used. From delivery acceptance through pickup, the customer must maintain continuous approved power, monitor equipment status and product temperatures, and report any outage, alarm or abnormal condition promptly.

When required for the assigned unit, the customer must provide and maintain a valid active Wi-Fi signal and current connection credentials throughout the rental. A mobile Wi-Fi option may be offered where cellular coverage and equipment permit, but is not promised in rural or low-coverage areas. Rural rentals require the installed equipment-tracking sensor to remain enabled. The customer consents to the equipment-location and operational tracking described in the agreement and privacy notice and may not block, disconnect, remove or alter the device.

Optional gasoline- and diesel-powered generators may be quoted for an additional fee, subject to compatibility and availability. A generator is delivered with a documented full tank. The customer must use the stated fuel, follow all supplied and manufacturer operating and ventilation instructions, maintain fuel throughout the rental, and return the tank full. A return below full authorizes a $10-per-gallon refueling service charge with a five-gallon/$50 minimum, itemized and deducted from the security deposit to the extent authorized by the accepted agreement. Propane-fueled generator options are planned for a future release but are not currently available and have no promised date.

Do not use circuit breakers as routine on/off controls. Follow the assigned unit’s shutdown and restart instructions, including any required pump-down sequence. Never bypass a protective device, repeatedly reset a tripping breaker, or access energized components. During an immediate electrical or fire hazard, prioritize life safety and use emergency isolation procedures. See the Cooler Lease operation and cleaning guide.

Equipment ownership, theft and prohibited alterations

Ownership remains with the lessor identified in the signed rental agreement. The renter may not sell, pledge, transfer, conceal or encumber the trailer or permit a lien against it. No modifications or attachments of any kind are authorized inside or outside the unit. Do not drill, screw, weld, paint, apply adhesives or signs, install shelving or fixtures, attach cables or structures, or alter the wrap, controls, wiring, doors, ramp or safety equipment. Customer-installed accessories are prohibited. Report any required configuration change to Cooler Lease for work by its authorized personnel.

The renter is responsible for safeguarding the entire trailer and all supplied equipment during its documented custody, including against theft, attempted theft and vandalism. Notify law enforcement and Cooler Lease immediately upon discovering a theft; preserve available records, provide the police incident number and cooperate with the insurer and lawful recovery. Do not pursue a suspected thief or take unsafe recovery action. Tracking does not guarantee prevention or recovery.

To the extent allocated to the renter by the signed agreement and permitted by law, the renter must pay reasonable documented repair costs or the actual replacement loss for stolen, destroyed or unrecoverable equipment, together with lawful documented recovery expenses. There is no double recovery for repairs, replacement, recovered equipment or insurance proceeds. The $250 deposit is not insurance and does not cap responsibility. Pre-existing damage, ordinary wear, latent defects and loss attributable to Cooler Lease’s own negligence or misconduct are excluded from this allocation. Required rented-equipment and theft insurance must be in force before delivery; insurance does not erase the renter’s contractual duties.

5. Food spoilage, contents and monitoring

The customer retains responsibility for its inventory, required storage conditions, stock handling, loading, product safety and decisions to hold, transfer, use or discard product. Verify that the unit is operating at the required conditions before loading and maintain appropriate temperature checks and records throughout use. A control-panel display, alarm or remote-monitoring feature does not replace the customer’s product-control procedure. Continuous monitoring, alarm response or backup power is included only if expressly stated in the written agreement.

Temporary storage does not restore product already compromised before loading. Power interruption, open doors, loading conditions, equipment problems and other events can affect storage conditions. Report concerns promptly, follow the supplied instructions, take reasonable steps to limit further loss and consult the responsible food-safety or product professional. Do not delay necessary protective action while waiting for an email response.

6. Insurance and claim coordination

Ask your licensed insurance professional whether your policy covers contents in rented equipment, spoilage, equipment breakdown, off-premises utility failure, business interruption and extra expense. Coverage, exclusions, limits, deductibles and duties depend on the actual policy; Cooler Lease does not promise a coverage outcome.

For any rental used to store food, the customer must maintain the insurance types and limits stated in the accepted agreement and provide acceptable evidence before delivery. The customer should have a licensed insurance professional confirm coverage for inventory at the rental location, spoilage or temperature change, rented equipment, equipment breakdown and utility interruption as applicable. A certificate of insurance does not create coverage or make Cooler Lease an insurer. Delivery may be withheld until the stated evidence is accepted.

Providing invoices, rental records or adjuster coordination does not make Cooler Lease the customer’s insurer or public adjuster. “Insurance-ready” and “claim-ready” describe documentation support, not insurance coverage. Direct billing requires written authorization and does not guarantee carrier payment. Damage to rented equipment and loss of stored contents are separate risks. The written agreement identifies any insurance documentation required from the customer.

7. Cooler Lease Quality Guarantee & 24/7 rental service

24/7 service is included with every Cooler Lease rental during the active rental period. Our quality guarantee means we stand behind the equipment supplied under your agreement and provide around-the-clock access to equipment-issue support and service coordination. Report a problem using the rental service contact supplied in your agreement or handoff instructions; the new-rental intake form is not the emergency service channel.

Troubleshooting and corrective service for malfunctions of our rental equipment under approved use are included in the rental charge. On-site arrival and restoration timing depend on diagnosis, location, safe access, conditions and available service resources; 24/7 service does not mean an immediate on-site arrival. Your written agreement identifies the service contact and any project-specific response commitments.

Customer-caused damage, unauthorized alterations, unsuitable site power, generator fuel and customer operating duties remain governed by the rental agreement. Included service does not provide contents or food-spoilage insurance, continuous temperature monitoring, backup power or payment of consequential losses. These provisions do not limit nonwaivable rights or override express obligations in the accepted agreement.

Delivery and interruption

Scheduling depends on equipment, route, access and site readiness. Notify Cooler Lease promptly of unsafe conditions, outages or a suspected malfunction. Do not bypass safety devices or attempt unauthorized repairs. Keep relevant photos, readings, inventory records and communications when safe, while taking reasonable measures to protect people and property.

Delivery or pickup may be performed by a Cooler Lease team member or an authorized contract carrier. Cooler Lease provides reasonable pre-arrival notice identifying the driver or delivery contact, carrier company and estimated arrival window. An ETA is an estimate, not a guarantee, and the assigned contact may change. Verify an unfamiliar driver with Cooler Lease before accepting or releasing equipment.

From documented delivery acceptance until documented pickup or return acceptance, the customer must exercise reasonable care, control access and not remove, sell, conceal, relocate, tamper with or permit unauthorized work on the trailer or its fixed equipment. Fixed equipment includes tires, wheels, refrigeration components, controls, breakers, wiring, lighting, doors, hinges, latches, locks, ramp hardware and mounted accessories. Theft, attempted theft, vandalism, missing equipment or material damage must be reported promptly. Responsibility for reasonable documented repair or replacement loss is governed by the accepted agreement and is not capped by the security deposit. Documented pre-existing damage, ordinary wear, latent defects and liabilities that cannot lawfully be shifted are excluded.

Every rental must be formally terminated in the CoolerLease.app rental portal using the access instructions supplied with the confirmed rental. No rental is final until that process is completed and termination is confirmed under the lease agreement. A stated term end, call, text, email or pickup request alone does not terminate the rental unless the accepted agreement expressly provides otherwise.

Rentals extending beyond 30 days require Cooler Lease field maintenance approximately every 30 days. The customer must provide safe scheduled access to the trailer and service area. Routine service generally takes one to two hours depending on the unit, site, location and findings and may require brief planned downtime. This recurring service is included in the rental rate; the normal maintenance window is not separately refundable except where the controlling agreement or applicable law requires otherwise.

Events beyond reasonable control may affect performance, including severe weather, road closures, utility interruptions and government restrictions. The affected party must give reasonable notice and use reasonable efforts to address the disruption. This clause does not excuse an obligation that applicable law does not permit to be excused, or automatically cancel amounts already due.

8. Commercial risk allocation and limits

For commercial rentals that incorporate these terms, and to the fullest extent permitted by applicable law, Cooler Lease does not assume responsibility for the value of stored contents and will not be liable for spoilage, loss of product, lost profits, lost revenue, business interruption or other indirect, special, incidental or consequential losses, except as expressly assumed in the accepted written agreement.

Subject to the exceptions below, Cooler Lease’s aggregate liability arising from an affected commercial rental is limited to the rental charges paid or payable for that rental, unless a different limit is expressly agreed in writing. The customer should disclose unusual inventory value or critical operational requirements before contracting so the parties can address risk allocation and insurance.

These exclusions and limits do not apply to fraud, willful misconduct, gross negligence, liabilities that cannot lawfully be limited, or nonwaivable statutory rights. They do not override express obligations in a controlling written agreement. No provision promises that a court will enforce a particular limitation.

To the extent permitted by law and incorporated into the accepted commercial agreement, the customer is responsible for third-party claims and reasonable costs caused by its unlawful use, unauthorized alteration, negligent site operation or material breach, in proportion to its responsibility. This does not require the customer to indemnify Cooler Lease for Cooler Lease’s own negligence or misconduct.

The renter must protect employees, guests and other people from hazards associated with site access, loading, ramps, electrical supplies and equipment misuse. To the extent permitted by law, the renter shall indemnify and hold Cooler Lease harmless from third-party claims for property loss, bodily injury or death caused by the renter’s negligence, prohibited modifications, misuse or breach, including reasonable defense costs in proportion to the renter’s responsibility. This clause does not release Cooler Lease from its own negligence, gross negligence, reckless or intentional conduct, or any duty that cannot legally be waived. No blanket waiver of injury or death claims is created.

Collection costs and reasonable attorneys’ fees

When incorporated into the signed rental agreement and permitted by law, the renter agrees to pay Cooler Lease’s reasonable attorneys’ fees, court costs and reasonable collection or lawful equipment-recovery expenses incurred to enforce the renter’s established payment, return or other contractual obligations. Amounts must be documented, reasonably incurred and recoverable under the agreement and law, subject to any required court determination. This does not require payment of unrelated fees, override statutory fee protections or penalize a legally protected complaint.

9. Website materials and outside links

Website guides are general planning information. They do not replace the offered unit’s specifications, operating instructions, qualified advice or the accepted contract. Photographs may illustrate regional context rather than an actual installation. Third-party brands, sources and links do not imply affiliation, endorsement or shared liability. Do not misuse the site, interfere with its operation or submit information you are not entitled to share.

10. Tennessee law and Washington County venue

To the extent permitted by applicable law and binding agreement, Tennessee law governs these terms without displacing nonwaivable rights. The parties select Washington County, Tennessee as the exclusive venue for disputes governed by these terms. This choice applies to rentals delivered outside Tennessee when the renter accepts it in the signed agreement. The renter consents to personal jurisdiction in the designated courts to the extent legally permitted. Mandatory laws at the delivery and operating location, including electrical, safety, tax and consumer protections, continue to apply.

Claims within its lawful subject-matter and monetary jurisdiction are to be brought in the General Sessions Court for Washington County, Tennessee. Claims outside that court’s jurisdiction are to be brought in another Tennessee state court of competent jurisdiction in Washington County, or, where federal jurisdiction applies, the United States District Court for the Eastern District of Tennessee in the division serving Washington County.

This provision does not expand any court’s jurisdiction, eliminate lawful appeal rights, prevent a complaint to a regulator or override a mandatory venue rule, governmental immunity or other nonwaivable protection. Different dispute terms in a controlling accepted agreement take precedence. No arbitration or class-action waiver is created by this page.

11. Contact, severability and notices

Report a rental issue promptly using the contact details in your agreement. General questions may be sent to cool@mymortuarycooler.com or 1-888-792-9315. A website submission does not substitute for legally required service of process or a contractually required notice method.

If a provision is unenforceable, the remaining provisions continue to the extent permitted by law. A failure to enforce a provision once does not waive future enforcement. Information handling is described in the Privacy Policy.