Policies

PLEASE READ THIS ENTIRE AGREEMENT BEFORE COMPLETING YOUR BOOKING. By checking the acknowledgment box at checkout, you confirm you have read, understood, and agree to be bound by all terms below. Your electronic acceptance is legally binding.

1. Parties

This Rental Agreement ("Agreement") is entered into between Hill City Baby LLC, a Virginia limited liability company located in Campbell County, Virginia ("Company," "we," or "us"), and the individual completing the online booking ("Customer," "you," or "your"). If this booking is made as a gift on behalf of a third-party recipient, the Customer (gift-giver) remains solely liable under all terms of this Agreement.

2. Rental Items & Condition at Delivery

All rental items are delivered clean, sanitized, inspected, and in good working condition. Items are photographed before each rental, and those photographs constitute the definitive, agreed-upon baseline record of each item's condition at the time of delivery. By accepting delivery, Customer acknowledges receipt of items in the condition documented in Hill City Baby's pre-delivery photographs.

Damage Reporting Window: Any pre-existing damage not reflected in Hill City Baby's photographs must be reported to Hill City Baby within 4 hours of delivery via email. Damage reported after this window will be presumed to have occurred during the rental period. The 4-hour window begins at the confirmed delivery time, regardless of when the Customer personally inspects the items.

If you are unable to inspect items within 4 hours of delivery due to travel circumstances, please notify us by email as soon as possible and we will work with you to document any pre-existing conditions.

3. Definition of Normal Wear and Tear

For the purposes of this Agreement, normal wear and tear means minor, superficial signs of use that do not affect the function, safety, or appearance of the item in any material way.

Considered normal wear and tear:

• Light surface scuffs on hard plastic that do not affect function
• Minor fabric softening from laundering
• Small, faint marks that were not present in pre-delivery photos but are barely visible

NOT considered normal wear and tear (Customer is liable):

• Any staining that cannot be removed with standard enzymatic cleaning methods
• Cracks, dents, or breaks in any structural or electronic component
• Torn, frayed, or significantly soiled fabric
• Missing parts, accessories, or components
• Damage to cords, motors, batteries, or electronic components
• Any damage affecting the safety or function of the item
• Odors requiring professional cleaning beyond standard sanitization including cigarette smoke, cat urine, feces, etc.
• Any item returned with evidence of vomit, excrement, or smoke exposure
• Any item returned after exposure to a communicable disease or infestation

4. Rental Period, Delivery Schedule & Minimum Term

Hill City Baby delivers and picks up items on Mondays and Fridays only. The shortest available rental period is Friday to the following Monday, or Monday to the following Friday. Rental periods begin on your confirmed delivery date and end on your scheduled pickup date.

5. Late Returns, No-Show Fees & Access

Customer is responsible for ensuring all rental items are accessible at the agreed pickup location on the scheduled pickup date. If items are not accessible for pickup, a late fee per item per day (as listed in your booking confirmation) will be charged until the item is successfully retrieved, plus a re-pickup trip fee equal to the standard delivery fee for your area.

A $15 no-show fee will be automatically charged if the Customer arrives more than 3 hours past their scheduled drop-off window. Late fees accrue up to the full replacement cost of the item.

6. Cancellation & Refund Policy

Cancellations must be submitted via the "Modify rental" portal on hillcitybaby.com or by email to bailey@hillcitybaby.com. The cancellation date is determined by when written notice is received by Hill City Baby.

7. Security Deposit

A refundable security deposit hold is placed on the Customer's payment method at the time of booking. This is an authorization hold only — funds are not captured unless damage, loss, or unpaid fees are assessed following return. Deposit holds will be released within 5 business days of item pickup, provided items are returned in the documented condition.

8. Lost, Stolen & Unreturned Items

Customer is personally and financially liable for the full replacement cost of any item that is lost, stolen, damaged beyond repair, or not returned, regardless of circumstances. Replacement costs are listed in the booking confirmation and at hillcitybaby.com.

9. Safe Use, Compliance & Prohibited Conduct

Customer agrees to use all rental items only for their intended purpose and in accordance with manufacturer guidelines, and to immediately notify Hill City Baby if any item is exposed to a communicable disease, infestation, vomit, excrement, or smoke during the rental period.

10. Cleaning Fees

Items returned with conditions beyond normal wear and tear may be subject to cleaning fees in addition to any damage charges. An enhanced biohazard cleaning fee applies to items returned with evidence of vomit, excrement, communicable disease exposure, infestation, or smoke damage.

11. Waitlist Policy

Joining the waitlist is free and does not constitute a booking. Waitlisted customers are notified in order when a confirmed booking is cancelled. The first notified Customer has 24 hours to complete their booking.

12. Gift Rentals

The Customer completing a gift booking (the "gift-giver") is solely and fully liable under all terms of this Agreement. The recipient must be 18 years of age or older. If the recipient refuses delivery or is unavailable, no refund will be issued.

13. Indemnification & Limitation of Liability

Customer agrees to indemnify and hold harmless Hill City Baby LLC from any claims arising out of Customer's use or misuse of rental items. Hill City Baby's total liability for any claim shall not exceed the total rental fees paid by the Customer for the applicable rental period.

Personal Injury Acknowledgment: Customer understands that all baby and infant equipment carries inherent risks when used incorrectly. Customer assumes full responsibility for ensuring safe use, appropriate supervision, and compliance with all manufacturer age, weight, and usage guidelines.

14. Delivery, Pickup & Access

Customer is responsible for providing accurate delivery address and access information. A redelivery or return trip fee equal to the standard delivery fee will be charged for failed deliveries or pickups attributable to the Customer. For customers who otherwise receive free delivery, the redelivery fee is $25.

15–24. General Terms

This Agreement is governed by the laws of the Commonwealth of Virginia. Any disputes shall be subject to the exclusive jurisdiction of the appropriate courts of Campbell County, Virginia. By checking the acknowledgment box at checkout, Customer confirms their electronic acceptance constitutes a legally binding signature under the Virginia Uniform Electronic Transactions Act (Va. Code § 59.1-479 et seq.).

Hill City Baby LLC · Campbell County, Virginia · bailey@hillcitybaby.com

Last updated: June 3, 2026

1. Delivery & Pickup Days

Hill City Baby delivers and picks up rental items on Mondays and Fridays only. We do not offer delivery or pickup on any other day of the week. Rental periods are structured around these windows:

• Shortest rental: Friday delivery → Monday pickup
• Next shortest: Monday delivery → Friday pickup
• Longer rentals follow the same Monday/Friday pattern

2. Service Area & Fees

Distance is calculated from Hill City Baby's location in Campbell County, Virginia to the delivery address provided at checkout.

3. Self-Pickup Option

Customers may pick up and return items themselves regardless of distance. Self-pickup customers receive a 10% discount on their rental subtotal. Pickup and drop-off location will be confirmed by email after booking. Self-pickup customers select a 2-hour window during checkout.

No-show policy: A $15 no-show fee applies if a self-pickup customer arrives more than 3 hours past their scheduled drop-off window. This fee is in addition to any applicable daily late fees.

4. Delivery Process

Hill City Baby accommodates both attended and contactless delivery. If you will not be present, please provide detailed access instructions — including gate codes, door codes, or Airbnb/VRBO host contact information — by email before your delivery date.

If Hill City Baby is unable to complete delivery due to incorrect address information, inaccessible property, or failure to provide access instructions, a redelivery fee will apply. For customers who otherwise receive free delivery, the redelivery fee is $25.

5. Pickup Process

Customers are responsible for ensuring all rental items are accessible at the agreed pickup location on the scheduled pickup date. If Hill City Baby is unable to retrieve items due to inaccessibility, a re-pickup trip fee equal to the standard delivery fee for your area will be charged, plus any applicable daily late fees. Late fees begin on the first day past the scheduled pickup date with no grace period.

6. Item Setup

Hill City Baby is happy to set up items at the delivery location where setup is straightforward and time permits. Setup is provided as a courtesy and is not guaranteed for all items or all delivery circumstances. Please contact us in advance at bailey@hillcitybaby.com if setup assistance is important to your booking.

7. Force Majeure

Hill City Baby shall not be liable for delays in delivery or pickup caused by circumstances beyond our reasonable control, including severe weather, road closures, vehicle breakdown, or illness. We will contact you promptly and make every reasonable effort to reschedule. No late fees will accrue during a delay caused solely by Hill City Baby.

Last updated: June 3, 2026

1. Customer Cancellations

Cancellations must be submitted in writing by email to bailey@hillcitybaby.com. The cancellation date is the date and time Hill City Baby receives your written notice — not the date it was sent.

Security deposit holds are always released upon cancellation, regardless of timing, provided no damage or fees are outstanding.

2. Early Returns

Rentals cannot end early. Once a booking is confirmed, the Customer is responsible for all rental fees for the full booked period, regardless of whether the item is actively being used.

Exceptions (at Hill City Baby's sole discretion):

• A confirmed defect or safety issue with the rental item
• A documented injury directly related to the rental item
• A qualifying family emergency, including but not limited to the death of an immediate family member or a natural disaster affecting the Customer's primary residence

To request an early return under a qualifying circumstance, contact bailey@hillcitybaby.com as soon as possible.

3. Gift Rentals

Cancellations of gift rentals are subject to the same timing and refund terms above, based on the original booking date. If a gift recipient refuses delivery or is unavailable at the time of delivery, no refund will be issued. The gift-giver is solely responsible for all coordination with the recipient.

4. Waitlist Bookings

Joining the Hill City Baby waitlist is always free and does not require payment. No refund is necessary if a waitlisted item never becomes available or if you choose not to book when notified of availability.

5. Hill City Baby Cancellations

In the rare event that Hill City Baby must cancel a confirmed booking, the Customer will receive a full refund of all rental fees paid and any security deposit hold will be released immediately. Hill City Baby's liability in such cases is limited to this full refund and does not extend to any consequential, incidental, or indirect damages.

6. Refund Processing

Refunds are returned to the original payment method used at checkout. Processing times are typically 5–10 business days from the date the refund is initiated. Security deposit holds that are released (not captured) will clear according to your card issuer's standard authorization hold timelines, typically 3–7 business days.

7. Contact

To cancel a booking or inquire about a refund, contact us at bailey@hillcitybaby.com. Please include your booking confirmation number in all correspondence.

Last updated: June 6, 2026

Hill City Baby LLC ("Hill City Baby," "we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains what personal information we collect, how we use it, and your rights with respect to it. By using our website at hillcitybaby.com or completing a booking, you agree to the terms of this Privacy Policy.

1. Information We Collect

Information you provide directly:

• Full name, email address, and delivery address when completing a booking
• Payment information processed securely through Stripe. Hill City Baby does not store full payment card numbers.
• Communications you send us by email

Information collected automatically:

• IP address and timestamp recorded at the time of booking acknowledgment, as required for legal enforceability of our Rental Agreement
• Basic website usage information such as pages visited and time on site, collected through standard analytics tools

2. How We Use Your Information

We use the information we collect to:

• Process and fulfill your rental booking
• Communicate with you about your rental, including delivery logistics, pickup scheduling, damage assessments, and waitlist notifications
• Maintain records of rental agreements and acknowledgments as required for legal and business purposes
• Improve our website and services
• Comply with applicable Virginia and federal law

We do not use your information for advertising, sell your information to third parties, or share it with any party not directly involved in fulfilling your rental.

3. How We Share Your Information

Hill City Baby shares your personal information only in the following limited circumstances:

• Stripe: Payment processing. Stripe's privacy policy is available at stripe.com/privacy.
• Legal compliance: If required by law, court order, or valid legal process.
• Business protection: If necessary to enforce our Rental Agreement or protect the rights, property, or safety of Hill City Baby, our customers, or others.

We do not sell, rent, or trade your personal information to any third party for marketing or any other commercial purpose.

4. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy. Booking records, rental agreements, and associated electronic signature data are retained for a minimum of 5 years from the date of the rental.

5. Data Security

Hill City Baby takes reasonable technical and organizational measures to protect your personal information. Payment information is handled exclusively by Stripe and is never stored on Hill City Baby's systems.

6. Your Rights

As a Virginia resident, you have rights under the Virginia Consumer Data Protection Act (CDPA), including the right to know what personal data we hold about you, request correction or deletion, and opt out of any sale of personal data (we do not sell personal data). To exercise any of these rights, contact us at bailey@hillcitybaby.com. We will respond within 45 days as required by Virginia law.

7. Children's Privacy

Our services are intended for adults 18 years of age and older. We do not knowingly collect personal information from individuals under the age of 18.

8. Cookies & Analytics

Our website may use standard analytics tools to understand how visitors use the site. We do not use advertising cookies or share analytics data with advertising networks. You may disable cookies in your browser settings.

9. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be posted to hillcitybaby.com with the updated effective date.

10. Contact

Hill City Baby LLC · Campbell County, Virginia · bailey@hillcitybaby.com

Last updated: June 3, 2026

Please read these Terms of Service ("Terms") carefully. They govern your access to and use of the Hill City Baby website at hillcitybaby.com and the baby gear rental services offered by Hill City Baby LLC. By accessing the Site or placing a booking, you agree to be bound by these Terms.

1. Acceptance of Terms

By accessing or using the Site in any way, you confirm that you have read, understood, and agree to be bound by these Terms, our Privacy Policy, and our Rental Agreement. If you do not agree to these Terms, please do not use the Site or place a booking.

2. Eligibility

You must be at least 18 years of age to use this Site or place a booking. Hill City Baby reserves the right to refuse service to anyone at any time.

3. Services

Hill City Baby is a premium baby gear rental company serving the Lynchburg, Virginia area and surrounding region within our delivery range. All rentals are subject to availability. Listing an item on the Site does not constitute a guarantee that the item will be available for your requested dates.

4. Booking & Payment

A booking is not confirmed until you have completed checkout, electronically signed the Rental Agreement, and received a booking confirmation email from Hill City Baby. All payments are processed securely through Stripe. By completing a booking, you authorize Hill City Baby to charge your payment method for the rental total and to place an authorization hold for the applicable security deposit.

Gift cards have no expiration date, are non-refundable, and may not be exchanged for cash. The maximum gift card value is $1,000.

6. Discount Terms

• Bundle discount: 10% off the rental subtotal when renting 3 or more items in a single booking.
• Self-pickup discount: 10% off the rental subtotal when selecting self-pickup and self-drop-off. Stacks with bundle discount.
• Discounts apply to rental subtotals only and do not apply to deposits, delivery fees, or other charges.

8. Rental Agreement

All customers must read and electronically sign Hill City Baby's Rental Agreement & Liability Waiver at checkout. The Rental Agreement governs the specific terms of each rental transaction. In the event of any conflict between these Terms and the Rental Agreement, the Rental Agreement controls with respect to the specific rental transaction.

10. Intellectual Property

All content on the Site, including text, photographs, graphics, logos, and the Hill City Baby name and brand, is the property of Hill City Baby LLC and is protected by applicable copyright, trademark, and other intellectual property laws. You may not copy, reproduce, or distribute any Site content without our prior written consent.

11. Prohibited Use

You agree not to use the Site to make false or fraudulent bookings, attempt to access information that does not belong to you, transmit harmful or disruptive content, use automated tools to scrape data from the Site, or violate any applicable law.

13. Disclaimer of Warranties

The Site and its content are provided "as is" and "as available" without warranty of any kind. Hill City Baby does not warrant that the Site will be uninterrupted, error-free, or free of viruses or other harmful components.

14. Limitation of Liability

To the fullest extent permitted by Virginia law, Hill City Baby LLC and its owners, employees, and agents shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising out of or related to your use of the Site. Hill City Baby's total liability for any claim arising from your use of the Site (excluding claims governed by the Rental Agreement) shall not exceed $100.

15. Governing Law

These Terms are governed by and construed in accordance with the laws of the Commonwealth of Virginia. Any disputes shall be resolved in the appropriate courts of Campbell County, Virginia. You consent to personal jurisdiction in Campbell County, Virginia.

16. Changes to These Terms

Hill City Baby reserves the right to update these Terms at any time. Material changes will be posted to this page with an updated effective date. Your continued use of the Site after any update constitutes acceptance of the revised Terms.