Terms of Service

1. The parties

These Terms of Service (“Terms”) form an agreement between the Buyer (“you”, “your” or “Client”) and Polasourcing (“we”, “us” or “our”). Before publishing, replace this name with your verified legal entity, registered address, company number and import/export credentials.

2. Scope of service

We act as a commission-based sourcing coordinator, not as the manufacturer or principal seller. Subject to the written quotation and Proforma Invoice (PI), our services may include:

1. Product sourcing and supplier shortlisting.
2. Supplier verification and factory-audit coordination.
3. Price negotiation, MOQ arrangement, sampling and courier coordination.
4. OEM / private-label artwork coordination and sample approval.
5. Quality-control coordination and shipping documentation support.
6. Consolidation and logistics coordination where agreed in writing.

Any service outside the signed scope, including laboratory testing, Amazon preparation, trademark filings or mould investment, requires a separate written quotation or addendum.

3. Commission rates and minimum fees

The applicable commission, minimum project fee, currency, payment milestones and third-party costs are those stated in the signed PI or accepted quotation.

Third-party expenses such as courier, laboratory tests, duties, customs bonds and freight are charged only when agreed or stated in the PI.

4. Quotation, PI and payment schedule

1. Initial quotations are estimates until confirmed in a signed PI.
2. The PI should list SKU, quantity, unit price, applicable commission, freight estimate, inspection cost, payment details and delivery window.
3. Payment milestones, including deposits and any pre-shipment balance, must be specified in the PI.
4. Use only payment instructions published by Polasourcing or confirmed in writing by an authorised company representative. Never send funds to an unverified personal account.
5. Currency and bank charges must be agreed in writing before payment.

5. Samples and lead times

• Stock samples: lead time and any sample-fee credit are confirmed per project.
• OEM samples: timing, tooling and mould charges are quoted separately and may be non-refundable once production begins.
• Production lead time: the PI describes the current estimate; supplier capacity, approvals and material availability may affect it.

6. Quality acceptance and QC

1. The inspection standard, sampling plan and acceptance criteria must be stated in the PI or quality brief.
2. If a pre-shipment inspection fails, we coordinate a rework or replacement discussion with the supplier according to the agreed process.
3. For defects discovered after shipment, notify us promptly in writing with relevant evidence. Supplier warranty and the applicable Incoterm govern any remedy.
4. You may appoint an independent QC firm; its scope and costs must be agreed in advance.

7. Shipping, risk and title

1. The applicable Incoterm and delivery scope are confirmed in the PI.
2. Risk and title pass at the point defined by the agreed Incoterm.
3. Insurance, duties, taxes, carrier charges and destination compliance are the Buyer’s responsibility unless the PI expressly says otherwise.

8. Liability and limitations of liability

To the maximum extent allowed by applicable law, the final terms should define a reasonable liability cap, excluded categories of loss, supplier and carrier responsibilities, and exceptions that cannot legally be excluded. This clause requires counsel approval before publication.

9. Cancellation, suspension and force majeure

1. Cancellation rights, deductions and refund timing are governed by the Refund & Cancellation Policy, PI and applicable law.
2. After production begins, cancellation may require supplier consent and recovery of committed factory costs.
3. Either party may suspend or terminate for material breach after written notice and a reasonable cure period stated in the final agreement.
4. Force majeure events are handled according to the final PI and governing law.

10. Confidentiality and intellectual property

Each party should protect the other’s confidential information, including product specifications, pricing, client information and supplier information. The final agreement should state ownership of artwork, product specifications, moulds and supplier introductions, as well as any permitted use and non-circumvention terms.

11. Website use and disclaimers

1. Website information is provided for general reference and must be confirmed by an approved quotation before reliance.
2. Product prices, availability, MOQs and images can change without notice.
3. Third-party links are provided for convenience; we are not responsible for their content or privacy practices.

12. Governing law, dispute resolution and venue

The governing law, dispute-resolution process, venue and language of the final agreement must be confirmed by qualified counsel and clearly identified before publishing binding terms.

13. Miscellaneous

• Assignment: rights may be assigned only as set out in the final agreement.
• Severability: if one clause is unenforceable, the remaining clauses continue where permitted by law.
• Entire agreement: the signed PI and written addenda form the project agreement.
• Amendments: changes must be made in writing by an authorised representative.

14. How to contact us about these Terms