Terms &
Conditions
Please read these terms carefully before placing an order. By doing business with Urban Flair, you agree to the following conditions.
Acceptance of Terms
Agreement Overview
By placing an order with Urban Flair ("the Company"), you ("the Customer") acknowledge that you have read, understood, and agree to be bound by these Terms & Conditions. These terms apply to all orders, quotations, samples, and services provided by the Company.
Scope of Services
The Company provides custom sportswear manufacturing services including but not limited to: sublimation printing, screen printing, embroidery, cut & sew production, OEM manufacturing, private label services, custom packaging, and worldwide shipping. Specific services are defined in individual quotations.
Customer Responsibilities
The Customer is responsible for providing accurate product specifications, approving samples in a timely manner, ensuring correct delivery information, and complying with all import regulations of their destination country. The Company is not liable for delays caused by incomplete or inaccurate information provided by the Customer.
Orders & Quotations
Custom Quotations
All quotations are custom-prepared based on the Customer's specific requirements including product type, design complexity, quantity, fabric choice, and shipping method. Quotations are valid for 15 calendar days from the date of issue unless otherwise stated. Prices may change after expiration.
Order Confirmation
An order is considered confirmed only after the Company receives the required deposit payment and a written (email) confirmation from the Customer. Verbal agreements are not binding until confirmed in writing.
Minimum Order Quantity (MOQ)
The Company maintains minimum order quantities that vary by product type and decoration method. The applicable MOQ is specified in each quotation. Orders below the stated MOQ may be accepted at the Company's discretion with adjusted pricing.
Order Modifications
Modifications to a confirmed order may be requested before production commences. Once production has started, changes may not be possible or may incur additional charges and delays. The Company will communicate the feasibility and impact of any requested modification before proceeding.
Sampling Policy
Sample Development
The Company produces physical samples based on the Customer's approved design and specifications. Sample development typically takes 5–7 business days. The Customer may request revisions to the sample, with reasonable adjustments made at no additional cost.
Sample Charges
Sample charges apply and are quoted separately. For bulk orders, sample fees are credited toward the final invoice. If the Customer does not proceed with the bulk order after sample approval, sample charges are non-refundable. Shipping costs for samples are borne by the Customer.
Approval Process
Bulk production begins only after the Customer provides written approval of the physical sample. Approval means the Customer accepts the sample's design, fit, fabric, color, and construction as the standard for bulk production.
Production After Approval
Once sample approval is received, the Company proceeds with bulk production based on the approved sample standard. Minor variations between the approved sample and bulk production that fall within acceptable industry tolerances are not considered defects.
Pricing & Payment Terms
Pricing Policy
All prices are quoted in USD and are exclusive of shipping charges, customs duties, and import taxes. Prices are based on the specifications agreed at the time of quotation and may be affected by changes in raw material costs, design complexity, or order quantity.
Payment Methods
The Company accepts payments via bank wire transfer (T/T), Western Union, and other methods as agreed. Payment instructions are provided with each invoice. The Customer is responsible for any bank transfer fees.
Deposit Requirements
A deposit of 50% of the order value is required to confirm and commence production. The deposit is non-refundable once production has started. For orders below $500, full payment may be required upfront at the Company's discretion.
Balance Payment Before Shipment
The remaining balance (50%) must be paid in full before the shipment is dispatched. The Company will share final product photos and a QC report for the Customer's review before requesting the balance payment. Orders will not be shipped until the balance is received and cleared.
Production & Delivery
Production Timeline
Standard production takes 10–15 business days after sample approval and deposit receipt. The exact timeline is communicated with each order confirmation and depends on order size, product complexity, and current production schedule.
Shipping Schedule
Shipping is arranged after full payment is received and products pass final QC. The Customer can choose from express courier (DHL/FedEx/UPS), air freight, or sea freight. Shipping costs are quoted separately based on destination, weight, and chosen method.
Delivery Estimates
Delivery estimates provided by the Company are based on standard transit times and are not guaranteed. Estimates do not include time in customs clearance, which varies by country. The Company is not liable for delays caused by courier services, customs authorities, or other third parties.
Delay Disclaimer
The Company shall not be held liable for delays caused by: force majeure events, raw material supply disruptions, government regulations, pandemics, natural disasters, or any circumstances beyond its reasonable control. In the event of a significant delay, the Company will notify the Customer and provide a revised timeline.
Quality Assurance
Quality Inspection
All orders undergo the Company's standard 9-stage quality control process including in-line inspection, final product inspection, and pre-shipment AQL 2.5 audit. The Company maintains a defect rate target of below 1%.
Product Tolerance
Industry-standard tolerances apply: measurements ±1cm, fabric weight ±5 GSM, and color matching ΔE < 1.5. Products falling within these tolerances are considered acceptable and do not constitute defects.
Color & Size Variations
Minor batch-to-batch color and size variations are inherent in textile manufacturing and fall within accepted industry standards. Significant variations that deviate from the approved sample standard should be reported within 7 days of receipt.
Customer Approval
Pre-shipment photos and QC reports are shared with the Customer before dispatch. It is the Customer's responsibility to review these materials. Products shipped without objection are deemed accepted by the Customer.
Returns & Claims
Custom-manufactured products are made to the Customer's specifications and are generally not eligible for return. Claims are accepted only for manufacturing defects or damages that fall outside agreed tolerances.
Damaged Products
If products arrive damaged due to inadequate packaging or transit handling, the Customer must document the damage with photos within 48 hours of receipt. The Company will investigate and, if verified, offer replacement production or credit on the next order at its discretion.
Manufacturing Defects
Claims for manufacturing defects must be submitted within 7 days of delivery with photographic evidence and a detailed description. The Company will assess the claim and, if valid, provide replacement products at no additional charge. Shipping costs for replacements are shared equally between the Company and the Customer.
Claim Submission Process
All claims must be submitted in writing to the Customer's account manager via email, including: order number, description of the issue, clear photographs showing the defect or damage, and the affected quantity. Claims submitted after the stated deadlines will not be processed.
Resolution Policy
The Company aims to resolve all valid claims within 10 business days. Resolution options include: free replacement production, credit note for future orders, or partial refund. The Company's decision on the resolution method is final. Cash refunds are not standard practice and are evaluated case-by-case.
Intellectual Property
Customer Logos & Artwork
The Customer retains all rights to their logos, artwork, and designs provided to the Company. The Customer warrants that they have the legal right to use all intellectual property supplied for production.
Design Ownership
Designs created by the Company's design team for the Customer remain the property of the Customer upon full payment. The Company may retain non-exclusive rights to use design elements as portfolio samples, unless the Customer requests otherwise in writing.
Trademark Protection
The Customer is solely responsible for ensuring that all trademarks, brand names, and logos used on products are properly registered and do not infringe on any third-party rights. The Company assumes no liability for trademark disputes arising from Customer-provided branding elements.
Confidentiality
The Company treats all Customer information, designs, pricing, and order details as confidential. Customer data will not be shared with third parties except as necessary for order fulfillment (e.g., shipping carriers). Non-Disclosure Agreements (NDAs) are available upon request.
Limitation of Liability
This section defines the maximum extent of the Company's liability. Please read it carefully.
Company Responsibilities
The Company's total liability for any single order shall not exceed the total invoice value of that order. The Company is not liable for any indirect, incidental, consequential, or punitive damages, including but not limited to lost profits, lost revenue, or business interruption.
Shipping Liability
Once goods are handed over to the shipping carrier, liability transfers to the carrier. The Company is not responsible for loss, theft, or damage during transit. The Customer should file claims directly with the carrier using the tracking information and insurance provided. The Company will assist with carrier claims as a courtesy.
Force Majeure
Neither party shall be liable for failure to perform obligations due to events beyond reasonable control, including: natural disasters, war, terrorism, pandemics, government actions, labor disputes, power failures, supply chain disruptions, or any other force majeure event. The affected party must notify the other party promptly.
Third-Party Services
The Company engages third-party services for shipping, payment processing, and other functions. The Company is not liable for the actions, errors, omissions, or failures of any third-party service provider. All third-party services are subject to their own terms and conditions.
Changes to Terms
Policy Updates
The Company reserves the right to update, modify, or replace these Terms & Conditions at any time without prior individual notice. Material changes will be communicated through the Company's website or via email to active customers. Continued use of the Company's services after changes constitute acceptance of the revised terms.
Effective Date
These Terms & Conditions are effective as of January 1, 2025, and supersede all previous versions. For orders placed before this date, the terms in effect at the time of order confirmation shall apply unless both parties agree otherwise in writing.
Common
Questions
For established customers with a track record of consistent orders, alternative payment arrangements (e.g., 30/70 split, letter of credit) may be considered on a case-by-case basis. Please discuss with your account manager.
You can request revisions until the sample meets your expectations. Reasonable revisions (color adjustments, minor design tweaks, sizing) are included in the sample fee. Major redesigns requiring new materials may incur additional charges.
The same core terms apply. However, OEM/private label orders may require an additional NDA (Non-Disclosure Agreement) to protect your brand identity. This can be arranged at no extra cost — simply request it during the consultation stage.
We proactively communicate any delays with a revised timeline. If the delay is caused by factors within our control, we work to expedite the order at no extra cost. Delays caused by force majeure or third-party factors are addressed as outlined in Section 9 of these terms.
Cash refunds are not standard for custom-manufactured products. Our default resolution is replacement production or a credit note for future orders. In exceptional cases, partial refunds may be considered — this is evaluated on a case-by-case basis.
Have Questions
About Our Terms?
We're happy to clarify anything. Reach out and we'll get back to you within 24 hours.