Equipment Rental Agreement
Equipment Rental Agreement
Scent Diffusion Equipment | Managed Scent Branding Service
Version 1.0 - June 2026
Section 1 – Parties
SERVICE PROVIDER | |
Company name | Inscentive |
Registered office | Smedenstraat 8A, 8300 Knokke, Belgium |
Website | inscentive.eu |
Represented by | ________________________ |
and
CUSTOMER | |
Company / Name | ________________________ |
Registered office | ________________________ |
VAT number | ________________________ |
Contact person | ________________________ |
________________________ | |
Phone | ________________________ |
Hereinafter jointly referred to as 'the Parties' and individually as 'Party'.
Section 2 – Subject of the Agreement
Inscentive agrees to rent the scent diffusion equipment specified in Annex 1 of this Agreement (hereinafter 'the Equipment') to the Customer, and the Customer agrees to rent it from Inscentive, together with the supply of IFRA-compliant fragrance oils (hereinafter 'the Oils') as specified in Annex 1.
The Equipment remains the exclusive property of Inscentive at all times. The Customer acquires no ownership rights to the Equipment under this Agreement.
The specific technical characteristics and capabilities of the Equipment are described in Inscentive's product documentation provided to the Customer when ordering. Inscentive reserves the right to supply equivalent Equipment of equal or superior capacity if the specified model is not available, subject to the Customer's prior written consent.
Section 3 – Equipment and Installation Details (Annex 1)
Field | Details |
Equipment type / model | ________________________ |
Number of units | ________________________ |
Equipment serial number(s) | ________________________ |
Installation address | ________________________ |
Installation location / room | ________________________ |
Fragrance oil reference(s) | As per commercial proposal |
Installation method | [ ] Self-installation [ ] Independent technician |
Internet connection | Provided by Customer |
Equipment replacement value | As per Annex 2 |
Section 4 – Term
This Agreement takes effect on the date of first commissioning and activation of the Equipment at the Customer's installation address (the 'Effective Date') and runs for an initial period of thirty-six (36) months (the 'Minimum Period').
After the Minimum Period, this Agreement is automatically renewed for successive periods of twelve (12) months, unless either Party gives written notice of termination at least three (3) months before the expiry of the then current term.
Commissioning is confirmed in writing by Inscentive after successful installation and activation of the Equipment.
Section 5 – Rental Price and Oil Supply
5.1 Monthly Rental Price
The Customer pays Inscentive a monthly rental price for the Equipment as set out in Annex 2 (Commercial Conditions). The rental price includes the provision of the Equipment, access to the remote management platform and standard remote support.
The monthly rental price is invoiced in advance on the first day of each calendar month and is payable within thirty (30) calendar days of the invoice date.
Inscentive may adjust the rental price annually subject to a written notice period of at least sixty (60) days, with an adjustment not exceeding the annual evolution of the Belgian health index.
5.2 Supply of Fragrance Oils
Fragrance oils are invoiced separately from the rental price, based on the quantities actually delivered to the Customer per invoicing period. Prices and oil references are included in Annex 2 and the applicable commercial proposal.
The Customer may not purchase third-party oils for use in the Equipment. Only IFRA-compliant oils supplied by Inscentive may be used. The use of third-party oils voids the warranty and releases Inscentive from liability for any resulting damage or malfunctions.
Oil invoices are issued monthly and are payable within thirty (30) calendar days of the invoice date.
5.3 Late Payment
In the event of late payment, default interest and a fixed collection fee apply in accordance with Article 3.2 of Inscentive's General Terms and Conditions. Inscentive reserves the right to suspend connected services and oil supply in the event of overdue invoices.
Section 6 – Installation and Commissioning
Installation of the Equipment is the responsibility of the Customer. Inscentive provides detailed installation instructions, technical documentation and remote support.
If the Customer opts for an independent technician for the installation, all costs are borne by the Customer. Inscentive does not provide installation staff and accepts no liability for the quality of the installation carried out by the Customer or third parties.
Where the Equipment includes connectivity features, a stable internet connection at the installation location is mandatory. The Customer is solely responsible for providing and maintaining an adequate internet connection. Inscentive accepts no liability for service unavailability due to connectivity problems at the Customer's premises.
After completion of installation and activation, the Customer confirms commissioning in writing or via the Inscentive platform. The Effective Date is established from this confirmation.
Section 7 – Obligations of the Customer
The Customer undertakes to:
(a) Use the Equipment exclusively for scent distribution at the agreed installation address and in the space specified in Annex 1, and for no other purpose.
(b) Not move the Equipment to another address without the prior written consent of Inscentive.
(c) Not modify, dismantle or repair the Equipment without the prior written consent of Inscentive.
(d) Use only IFRA-compliant oils supplied by Inscentive in the Equipment.
(e) Carry out routine maintenance as described in the Equipment user manual.
(f) Immediately notify Inscentive in writing of any malfunctions, damage, theft or loss of the Equipment.
(g) Maintain all-risk insurance in accordance with Section 8 of this Agreement, before and throughout the entire rental period.
(h) Grant Inscentive or its authorised representatives reasonable access to the installation location for inspection, maintenance or collection of the Equipment, subject to reasonable prior notice.
(i) Where applicable, ensure that the data generated by the Equipment remains accessible to Inscentive via the connected platform for the duration of the Agreement.
Section 8 – Insurance
Before delivery of the Equipment and throughout the entire term of this Agreement, the Customer must, at its own expense, take out and maintain comprehensive all-risk insurance covering the Equipment against loss, theft, accidental damage, fire, water damage and any other risk that may result in partial or total loss of the Equipment.
The insurance policy must cover the full replacement value of the Equipment as stated in Annex 2. The Customer must ensure that the cover is at all times sufficient to allow full replacement of the Equipment in the event of total loss.
At Inscentive's request and at any time during the rental period, the Customer must provide Inscentive within five (5) working days with a copy of the insurance certificate or policy documents proving the required cover.
Failure by the Customer to comply with the insurance obligation constitutes a material breach of this Agreement and entitles Inscentive to terminate the Agreement in accordance with Section 10.1, without prejudice to other rights or remedies.
In the event of loss, theft or damage to the Equipment, the Customer must: (a) immediately notify Inscentive in writing; (b) in the event of theft or vandalism, report it to the police without delay; (c) notify its insurer without delay; and (d) cooperate fully with Inscentive and the insurer throughout the entire claims process. Until full compensation has been paid to Inscentive, the Customer remains personally liable for the replacement value of the Equipment.
Insurance payouts are used exclusively for the repair or replacement of the Equipment. Any shortfall between the insurance payout and the actual replacement or repair costs is borne by the Customer.
Section 9 – Obligations of Inscentive
Inscentive undertakes to:
(a) Provide the Customer with functioning Equipment of the type specified in Annex 1, together with all necessary installation documentation.
(b) Supply IFRA-compliant fragrance oils in the agreed references in good time.
(c) Maintain any applicable remote management platform and make commercially reasonable efforts to guarantee its availability.
(d) Where the Equipment includes automatic oil level monitoring, proactively inform the Customer of replenishment needs.
(e) Provide remote technical support during office hours (Monday to Friday, 09:00-17:00 CET, excluding Belgian public holidays).
(f) Remedy reported technical malfunctions with commercially reasonable efforts, within the response times set out in Annex 3 (Service Level Schedule), if applicable.
Section 10 – Termination
10.1 Termination by Inscentive
Inscentive may terminate this Agreement with immediate effect by written notice if: (a) the Customer fails to pay an undisputed invoice within fifteen (15) calendar days of a written payment reminder; (b) the Customer is declared insolvent, goes bankrupt or enters into judicial reorganisation proceedings; (c) the Customer materially breaches this Agreement and fails to remedy the breach within fifteen (15) calendar days of written notice; or (d) the Customer fails to maintain the insurance required under Section 8.
In the event of termination by Inscentive due to a breach or insolvency of the Customer, all rental prices for the remainder of the Minimum Period become immediately due and payable.
10.2 Termination by the Customer
The Customer may terminate this Agreement at the end of the Minimum Period or a subsequent renewal period by giving written notice at least three (3) months before the relevant expiry date.
If the Customer terminates this Agreement early during the Minimum Period for a reason other than a material and unremedied breach by Inscentive, the Customer shall pay a termination fee equal to the sum of all remaining monthly rental prices until the end of the Minimum Period, calculated from the effective termination date.
10.3 Return of Equipment
Upon termination or expiry of this Agreement for whatever reason, the Customer shall return the Equipment to Inscentive at its own expense in good condition (normal wear and tear excepted) within fifteen (15) calendar days. Failure to return it within this period entitles Inscentive to invoice the replacement value as stated in Annex 2, without prejudice to other remedies.
Section 11 – Data and Privacy
Operational or sensor data generated by the Equipment is processed by Inscentive in accordance with its privacy statement (available at inscentive.eu) and the applicable GDPR obligations. Where the Equipment includes occupancy or environmental sensors, data is processed in aggregated and anonymised form and is not used to identify individuals.
Personal data provided by the Customer (contact details, payment information) is processed exclusively for the purposes of managing this Agreement. Inscentive does not sell or share personal data with third parties, unless required for service provision.
Section 12 – General Provisions
Incorporation of GTC: Inscentive's General Terms and Conditions (version valid on the date of this Agreement) are incorporated by reference and form an integral part of this Agreement. In the event of a conflict, this Rental Agreement prevails over the General Terms and Conditions.
Entire Agreement: This Agreement, including its Annexes, constitutes the entire agreement between the Parties with regard to the rental of the Equipment and supersedes all prior discussions, representations and proposals.
Amendments: Any amendment to this Agreement must be agreed in writing and signed by authorised representatives of both Parties.
Applicable Law and Competent Court: This Agreement is governed by Belgian law. Disputes shall be submitted to the competent courts of the judicial district of Bruges, Belgium, in accordance with Article 15 of the General Terms and Conditions.
Language: This Agreement has been drawn up in English. Translations are for information purposes only; the English version prevails in the event of discrepancies.
Section 13 – Signatures
By signing below, the Parties confirm that they have read, understood and accepted the provisions of this Rental Agreement and Inscentive's General Terms and Conditions, including the insurance obligations under Section 8.
FOR INSCENTIVE Name: _______________________ Position: ________________________ Date: _________________________ Signature: ____________________ | FOR THE CUSTOMER Name: _______________________ Position: ________________________ Date: _________________________ Signature: ____________________ |
Annexes
Annex 1 – Equipment and Installation Details: Completed in Section 3 above.
Annex 2 – Commercial Conditions: The monthly rental price, oil prices and replacement value of the Equipment are included in Inscentive's commercial proposal, which forms Annex 2 upon acceptance by the Customer.
Annex 3 – Service Level Schedule (if applicable): Where specific SLA response times have been agreed, these are included in a separate Annex 3.