Terms of Service

1. The parties

These Terms of Service (“Terms”) form an agreement between the Buyer (“you”, “your” or “Client”) and Polasourcing (义乌丞结意电子商务有限责任公司), trading as Polasourcing, with offices at 12D101 & 12D111, Lugang E-commerce Park, Chengxi, Yiwu, Zhejiang, China (“we”, “us” or “our”).

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. Payments are made only to our company account named in the PI. We never ask you to pay a personal account. If payment details appear to change, confirm by WhatsApp or phone before paying.
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

We act as a sourcing coordinator; manufacturers are responsible for their products and carriers for goods in transit. To the extent permitted by law, our total liability for any project is limited to the service fees you paid us for that project, and we are not liable for indirect losses such as lost profits or lost sales. Nothing in these Terms limits liability that cannot be limited by law.

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 a project for material breach after written notice and a 14-day period to remedy the breach, unless the PI states otherwise.
4. Neither party is liable for delays caused by events beyond its reasonable control, such as natural disasters, epidemics, port closures or government restrictions. Cancellation for long force majeure follows our Refund & Cancellation Policy.

10. Confidentiality and intellectual property

Each party protects the other’s confidential information, including product specifications, pricing, client information and supplier information. Artwork, logos and specifications you provide remain your property. Moulds paid for in full by you belong to you unless the PI states otherwise. We do not share your designs or supplier pricing with other clients.

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

These Terms are governed by the laws of the People’s Republic of China. Both parties will first try to resolve any dispute through good-faith negotiation within 30 days. If it cannot be resolved, it will be submitted to the competent court in Yiwu, Zhejiang, unless the signed PI specifies a different forum. If translations differ, the English version prevails.

13. Miscellaneous

• Assignment: neither party may assign its rights without the other party’s written consent.
• 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