Terms and Conditions

Effective Date: January 1, 2025

Last Updated: January 1, 2025

Welcome to ProAV Solutions. These Terms and Conditions ("Terms," "Agreement") govern your access to and use of the ProAV Solutions website located at https://proavsolutions.ca ("Website," "Site") and all services provided by ProAV Solutions ("Company," "we," "us," or "our"), including equipment sales, equipment rental, podcast studio access, video production services, and consultation services.

1. Acceptance of Terms

By accessing our Website, creating an account, making a purchase, renting equipment, booking our studio, or using any of our services, you acknowledge that you have read, understood, and agree to be bound by these Terms and our Privacy Policy, which is incorporated herein by reference.

These Terms constitute a legally binding agreement between you and ProAV Solutions. If you are using our services on behalf of an organization, you represent and warrant that you have the authority to bind that organization to these Terms.

2. Company Information

Business Name: ProAV Solutions
Registration Number: 73149788
Address: 37380 Bayer Inlet Suite 444, Port Damaris, SK M2H-8A9, Canada
Phone: +1 (224) 576-7634
Email: [email protected]
Website: https://proavsolutions.ca

Business Hours:
Monday - Friday: 9:00 AM - 6:00 PM
Saturday: 10:00 AM - 4:00 PM
Sunday: Closed

3. Services Provided

ProAV Solutions offers the following services in Regina, Saskatchewan, and surrounding areas:

3.1 Equipment Sales

We sell professional audio and video production equipment including cameras, lenses, microphones, lighting systems, accessories, and related technology. All sales are subject to availability and the specific terms outlined in Section 5.

3.2 Equipment Rental

We rent professional equipment for daily, weekly, and monthly periods. Rental services are governed by the specific rental terms in Section 6 and individual rental agreements.

3.3 Podcast Studio Access

We provide fully-equipped podcast recording studio facilities available for hourly, half-day, and full-day bookings. Studio rental is subject to the terms in Section 7.

3.4 Video Production Services

We offer professional video production services including corporate videos, event coverage, commercial production, and content creation. These services are provided based on individual project agreements.

3.5 Consultation Services

We provide technical consultation, equipment recommendations, workflow optimization, and training services on an hourly or project basis.

4. User Accounts

4.1 Account Creation

To access certain services, you may be required to create an account. When creating an account, you must:

• Provide accurate, current, and complete information
• Maintain and promptly update your account information
• Maintain the security of your password and account credentials
• Accept responsibility for all activities under your account
• Notify us immediately of any unauthorized use of your account

4.2 Account Eligibility

You must be at least 18 years old to create an account and use our services. By creating an account, you represent and warrant that you meet this age requirement and have the legal capacity to enter into binding contracts.

4.3 Account Termination

We reserve the right to suspend or terminate your account at any time for violation of these Terms, fraudulent activity, or any other reason at our sole discretion. You may close your account at any time by contacting us.

5. Equipment Sales

5.1 Pricing and Availability

• All prices are listed in Canadian Dollars (CAD) and include applicable taxes unless otherwise stated
• Prices are subject to change without notice
• Equipment availability is not guaranteed until order confirmation
• We reserve the right to limit quantities or refuse orders

5.2 Orders and Payment

• All orders are subject to acceptance and availability confirmation
• Payment must be received in full before equipment shipment or pickup
• We accept major credit cards, debit cards, and e-transfer payments
• Order cancellations must be made within 24 hours of order placement

5.3 Delivery and Shipping

• Delivery services are available within Regina and surrounding areas for additional fees
• Delivery timeframes are estimates and not guaranteed
• Risk of loss transfers to the buyer upon delivery or pickup
• The buyer is responsible for inspecting equipment upon receipt

5.4 Warranty and Returns

• New equipment includes manufacturer's warranty as specified
• Warranty claims must be directed to the manufacturer
• Returns are accepted within 14 days of purchase for unused, unopened items
• Restocking fees may apply to returns
• Custom orders and special-order items are non-refundable

6. Equipment Rental

6.1 Rental Periods and Rates

• Daily Rental: 24-hour period from pickup/delivery time
• Weekly Rental: 7 consecutive days
• Monthly Rental: 30 consecutive days
• Rental rates are specified at time of booking and confirmed in writing
• Late returns are subject to additional daily rental charges
• Weekend rates apply to Friday pickup through Monday return

6.2 Security Deposit

• A refundable security deposit is required for all rentals
• Deposit amount varies based on equipment value
• Deposits are held on credit card or collected via cash/e-transfer
• Deposits are refunded within 7 business days after equipment return and inspection
• Deposits may be applied to repair costs, replacement, or late fees

6.3 Renter Responsibilities

As a renter, you agree to:

• Provide valid government-issued identification
• Inspect equipment upon receipt and report any issues immediately
• Use equipment in accordance with manufacturer specifications
• Exercise reasonable care and prevent damage, loss, or theft
• Return equipment in the same condition as received (normal wear excepted)
• Not sublet, lend, or transfer equipment to third parties
• Maintain appropriate insurance coverage during rental period
• Pay all rental fees, late fees, and applicable charges promptly

6.4 Damage, Loss, and Theft

• Renters are responsible for damage occurring during the rental period
• Normal wear and tear is expected and will not incur charges
• Repair costs for damages will be deducted from security deposit
• If damage exceeds deposit, renter is liable for full repair or replacement cost
• Lost or stolen equipment must be reported immediately to ProAV Solutions and police
• Renters are liable for full replacement value of lost or stolen equipment

6.5 Insurance

ProAV Solutions offers optional rental insurance covering accidental damage, theft, and loss. Insurance does not cover damage resulting from negligence, misuse, or intentional acts. Renters declining insurance coverage assume full liability for equipment.

6.6 Cancellations and Modifications

• Cancellations made 48+ hours before pickup: Full refund
• Cancellations made 24-48 hours before pickup: 50% rental fee charged
• Cancellations made less than 24 hours before pickup: Full rental fee charged
• Booking modifications subject to equipment availability

7. Podcast Studio Rental

7.1 Booking and Payment

• Studio bookings are confirmed upon receipt of payment or deposit
• Full payment is required for single sessions
• Recurring bookings require 50% deposit with balance due monthly
• Studio time is non-transferable between users

7.2 Studio Rules and Conduct

• Maximum occupancy: 4 persons unless otherwise approved
• No food or beverages except sealed water bottles
• No smoking, vaping, or illegal substances
• Respect equipment and maintain studio cleanliness
• Arrive on time; late arrival does not extend session time
• Do not modify studio equipment settings without staff permission

7.3 Studio Cancellations

• Cancellations 72+ hours before session: Full refund
• Cancellations 24-72 hours before session: 50% refund
• Cancellations less than 24 hours: No refund
• No-shows are charged full session rate

7.4 Recording and Content

• You retain all rights to content recorded in our studio
• You are responsible for obtaining necessary permissions, licenses, and releases
• Content must comply with applicable laws and regulations
• ProAV Solutions is not responsible for content copyright or licensing issues

8. Video Production Services

8.1 Service Agreements

Video production services are governed by individual project agreements specifying scope, deliverables, timeline, and pricing. These Terms supplement project-specific agreements.

8.2 Payment Terms

• 50% deposit required to secure booking and begin project
• Remaining balance due upon project completion before delivery
• Additional fees apply for scope changes or revisions beyond agreement

8.3 Intellectual Property

• Client retains copyright to final delivered content upon full payment
• ProAV Solutions retains rights to raw footage, project files, and working materials
• ProAV Solutions may use produced content in portfolio with client permission
• Client responsible for music licensing, talent releases, and location permits

8.4 Cancellations and Rescheduling

• Cancellations 7+ days before shoot: Deposit refunded minus 20% administration fee
• Cancellations 3-7 days before shoot: 50% of project fee charged
• Cancellations less than 3 days: Full project fee charged
• Weather-related cancellations rescheduled without penalty

9. Pricing and Payment

9.1 Accepted Payment Methods

• Credit cards (Visa, Mastercard, American Express)
• Debit cards
• Interac e-Transfer
• Cash (in-person transactions only)
• Corporate accounts with approved credit terms

9.2 Taxes

All prices are subject to applicable federal and provincial taxes, including GST/HST as required by Canadian law. Tax rates may change without notice based on regulatory requirements.

9.3 Late Payments

Late payments may result in service suspension, additional fees, and referral to collections. Interest at the rate of 2% per month may be applied to overdue balances.

10. Prohibited Uses

You may not use our Website or services for any unlawful purpose or in violation of these Terms. Prohibited activities include but are not limited to:

• Violating any applicable laws or regulations
• Infringing intellectual property rights of others
• Transmitting harmful code, viruses, or malicious software
• Attempting unauthorized access to our systems or networks
• Harassing, threatening, or defaming others
• Collecting information about other users without permission
• Impersonating any person or entity
• Using our services for fraudulent purposes
• Reselling our equipment or services without authorization
• Creating derivative works from our Website content

11. Intellectual Property Rights

11.1 Our Content

All content on our Website, including text, graphics, logos, images, videos, software, and compilations, is the property of ProAV Solutions or our licensors and is protected by Canadian and international copyright, trademark, and other intellectual property laws.

11.2 Limited License

We grant you a limited, non-exclusive, non-transferable, revocable license to access and use our Website for personal, non-commercial purposes in accordance with these Terms. This license does not include:

• Modification, copying, or distribution of Website content
• Commercial use or resale of content
• Removal of copyright or proprietary notices
• Transfer of content to another person or server

11.3 Trademarks

ProAV Solutions name, logo, and related marks are trademarks of our company. You may not use these marks without our prior written permission.

12. Disclaimers and Limitation of Liability

12.2 No Warranty

We do not warrant that:

• Our services will be uninterrupted, secure, or error-free
• Results obtained from our services will be accurate or reliable
• Equipment will meet your specific requirements
• Any errors or defects will be corrected

12.3 Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, PROAV SOLUTIONS SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR ANY LOSS OF PROFITS, REVENUE, DATA, OR USE, WHETHER IN CONTRACT, TORT, OR OTHERWISE, ARISING FROM:

• Your use or inability to use our services
• Equipment malfunction, defects, or failure
• Unauthorized access to or alteration of your data
• Third-party conduct or content
• Any other matter relating to our services

OUR TOTAL LIABILITY TO YOU FOR ALL CLAIMS ARISING FROM OR RELATED TO THESE TERMS OR OUR SERVICES SHALL NOT EXCEED THE AMOUNT YOU PAID TO US IN THE SIX MONTHS PRECEDING THE CLAIM.

13. Indemnification

You agree to indemnify, defend, and hold harmless ProAV Solutions, its officers, directors, employees, agents, and affiliates from and against any claims, liabilities, damages, losses, costs, or expenses (including reasonable attorneys' fees) arising from:

• Your violation of these Terms
• Your use or misuse of our equipment or services
• Your violation of any third-party rights, including intellectual property rights
• Content you create, record, or produce using our equipment or facilities
• Any negligent or wrongful conduct on your part

14. Dispute Resolution

14.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the Province of Saskatchewan and the federal laws of Canada applicable therein, without regard to conflict of law principles.

14.2 Jurisdiction

You agree to submit to the exclusive jurisdiction of the courts located in Regina, Saskatchewan for resolution of any disputes arising from these Terms or your use of our services.

14.3 Informal Resolution

Before filing any legal action, you agree to attempt to resolve disputes informally by contacting us at [email protected]. We will attempt to resolve the dispute through good-faith negotiations.

15. Force Majeure

ProAV Solutions shall not be liable for any failure or delay in performance due to circumstances beyond our reasonable control, including but not limited to acts of God, natural disasters, war, terrorism, labor disputes, government actions, pandemics, equipment failure, or internet service disruption.

16. Severability

If any provision of these Terms is found to be invalid, illegal, or unenforceable, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable.

17. Waiver

Our failure to enforce any right or provision of these Terms shall not constitute a waiver of that right or provision. Any waiver must be in writing and signed by an authorized representative of ProAV Solutions.

18. Assignment

You may not assign or transfer these Terms or your rights hereunder without our prior written consent. We may assign these Terms without restriction. Any attempted assignment in violation of this section shall be void.

19. Entire Agreement

These Terms, together with our Privacy Policy and any additional agreements for specific services, constitute the entire agreement between you and ProAV Solutions regarding your use of our Website and services, superseding any prior agreements.

20. Modifications to Terms

We reserve the right to modify these Terms at any time. We will notify users of material changes by:

• Posting updated Terms on our Website with a new "Last Updated" date
• Sending email notification to registered users
• Displaying a prominent notice on our Website

Your continued use of our services after changes become effective constitutes acceptance of the modified Terms. If you do not agree to the changes, you must discontinue using our services.

21. Contact Information

© 2025 ProAV Solutions. All rights reserved.