Cancellation & Refund Policy

Cancellation Policy — Overview

This Cancellation & Refund Policy applies to this booking between [Owner Name] (the "Owner") and [Renter Name] and/or [Owner Business Name] (the "Renter") for the rental of [Listing Title] (Booking [Booking ID]).

Cancellation Policy — Standard Cancellations

The Renter may cancel this booking under the following conditions:

• More than 72 hours before rental start time: eligible for a full refund minus applicable processing fees.

• Between 24–72 hours before rental start time: eligible for a 50% refund of rental charges.

• Less than 24 hours before rental start time: no refund unless otherwise approved by the Owner or Gear Wave.

Cancellation Policy — Weather-Related Situations

In cases of severe or unsafe weather (storms, wildfire hazards, flooding, or dangerous conditions), the Owner and Renter are encouraged to communicate through the platform. Gear Wave may approve partial or full refunds at its discretion. Light rain, cloud coverage, or minor weather changes do not automatically qualify for refunds unless otherwise stated by the Owner.

Cancellation Policy — No-Show

If the Renter fails to appear for the scheduled booking without communication, the booking may be considered a no-show, rental fees may be non-refundable, and repeat no-show behavior may result in account suspension or removal from the platform.

Cancellation Policy — Late Returns

Equipment must be returned by the agreed return time. Late returns may result in additional hourly or daily rental charges, deposit deductions, account penalties or suspension, and liability for replacement rentals or operational disruptions.

Cancellation Policy — Owner Cancellations

If the Owner cancels a confirmed booking, the Renter will generally receive a full refund. Repeated cancellations by Owners may impact account standing or listing visibility.

Cancellation Policy — Deposit Handling

The security deposit is held as a Stripe authorization (not a charge). On clean returns, the hold is released within 1–7 business days. On documented damage, theft, missing accessories, excessive cleaning, late returns, or policy violations, Gear Wave may capture all or part of the hold up to the full deposit amount and release the remainder.

Cancellation Policy — Refund Processing & Owner Payouts

Approved refunds are typically processed back to the original payment method within 5–10 business days depending on banking institutions and payment providers.

Owner payouts for completed bookings are released on a Net-15 schedule: funds for a completed booking are transferred to the Owner's connected Stripe account approximately 15 days after the rental end date, less Gear Wave's commission and any captured deposit amounts owed to the Owner. Payouts may be held longer where a dispute, chargeback, fraud signal, or unresolved damage claim is open.

Cancellation Policy — Dispute Resolution

Gear Wave reserves the right to review disputes involving cancellations, refunds, no-shows, weather-related claims, damages, or late returns and may make final determinations at its discretion.