Terms of Service

 

These Terms of Service apply to all quotations, offers, agreements, and deliveries by Promo Vista International BV (KvK: 97830798), hereinafter referred to as "Promo Vista", unless otherwise agreed in writing.

Promo Vista operates as an importer and supplier of promotional products. We are responsible for sourcing, importing, and ensuring the compliance of all products we supply, in accordance with applicable EU and UK regulations and any standards agreed upon with the client.

We reserve the right to update these Terms at any time without prior notice. The version in effect at the time of your order will apply.

By placing an order with Promo Vista — whether via our website, email, or any other channel — the client confirms they have read, understood, and agreed to these Terms of Service in full. No order will be processed without this acceptance.

 

All orders are subject to availability and written confirmation.

Payment options:

•       Full payment upfront before production begins.

•       50% initial payment upon approval and 50% after delivery (available to approved repeat customers or subject to credit approval).

 

All prices are in euros (€) and exclusive of VAT, unless otherwise stated. Applicable VAT, local taxes, or other charges at the client’s location remain the responsibility of the client.

Prices are subject to change without prior notice; however, confirmed orders will not be affected by subsequent price adjustments.

 

Promo Vista acts as the importer of record for all goods it supplies. We are responsible for ensuring that products meet applicable regulatory, safety, and certification requirements in force at the time of production, including relevant EU directives and any standards explicitly requested in writing by the client.

Clients placing orders for custom or branded products are responsible for:

•       Confirming the intended use and distribution market of the product in writing at the time of order

•       Providing accurate product specifications and any market-specific compliance requirements

•       Ensuring that custom-branded or client-designed products comply with local laws in the country of end-distribution, where such requirements go beyond EU/UK standards

 

All designs and specifications must be approved by the client in writing before production begins. Promo Vista is not responsible for errors or omissions in client-approved designs. Any changes made after final approval may incur additional costs and affect delivery timelines.

Custom products are final sale and cannot be returned or exchanged, except in cases of defect covered under Section 5.

By submitting designs or artwork, clients warrant that they own or have the right to use the submitted content. Promo Vista accepts no liability for intellectual property infringement arising from client-provided materials.

 

Promo Vista arranges international shipping from the country of production to the agreed delivery address. As importer of record, Promo Vista handles customs clearance and import compliance for goods entering the EU. Clients receive goods that have been cleared and are ready for onward distribution.

Estimated shipping times once production is complete:

•       Sea Transport (Bulk Shipments): 5–6 weeks

•       Air Freight (Smaller bulk orders): 2 weeks

•       DHL Express or similar courier (Samples or small quantities): ±3 days

 

Unless otherwise agreed, shipments are made DAP (Delivered at Place) to the client’s nominated address within the EU. Local VAT or applicable charges upon final delivery remain the responsibility of the client.

Once goods are handed over to the carrier or freight forwarder, risk of loss or damage transfers to the client. Promo Vista is not liable for delays, loss, theft, or damage caused by the carrier, customs authorities, or any other third party in the logistics chain after handoff.

Promo Vista is not liable for delays resulting from:

•       Carrier failures, strikes, port congestion, or capacity restrictions

•       Force majeure events including natural disasters, pandemics, geopolitical disruptions, or government actions

•       Customs delays outside the EU that are beyond Promo Vista’s control

•       Incorrect or incomplete delivery information provided by the client

 

Delivery timelines are estimates only and do not constitute a contractual guarantee unless explicitly agreed in writing.

 

Promo Vista offers a 1-year replacement guarantee covering defective products. If an issue is identified, we will replace the affected product until 100% quality is achieved. Additional quality inspections prior to shipment are available upon request for a fee.

Warranty claims must be submitted in writing within the warranty period, accompanied by photographic evidence and a clear description of the defect. Claims for items damaged in transit must follow the reporting windows set out in Section 7.

 

Orders cannot be cancelled once production has started. Production is deemed to have started once the client has approved the final design and the initial payment has been received.

Refunds are only issued for defective products where a replacement cannot be provided. Claims must be submitted within 5 days of receiving the order.

 

Promo Vista maintains a continuous All Risk cargo transport insurance (Doorlopende Goederentransportverzekering, policy no. 5410N138674) underwritten by Nationale-Nederlanden Schadeverzekering Mij N.V. Promo Vista International BV is a named co-insured party on this policy.

 

Coverage: Worldwide, All Risk (clause N3242), including war and strike risk (N3243) and concealed damage (N3266). Maximum insured sum: €300,000 per shipment. Own risk deductible: €250 per event.

 

In the event of loss or damage in transit, Promo Vista will assist the client in filing an insurance claim. The client must report any loss or damage in writing within the following timeframes:

•       Within 5 business days of delivery for visible damage or loss

•       Within 60 days of delivery if damage is only discovered upon opening the packaging (clause N3266)

 

Claims submitted outside these windows may not be eligible for coverage. The following are excluded from the cargo insurance policy:

•       Delivery timeline guarantees or commercial losses arising from delay

•       Customs delays or import restrictions at the destination

•       Shipments to or through Ukraine, the Black Sea, Sea of Azov, or Russian border regions (clause N3333)

•       Shipment values exceeding €300,000 per transport

 

For shipments exceeding €300,000 in declared value, clients are advised to request supplemental insurance in advance. Promo Vista can arrange this upon written request at the client’s cost.

 

Upon receipt of goods, the client is responsible for:

•       Inspecting all goods promptly and documenting any visible damage with photographs before signing delivery receipts

•       Notifying Promo Vista of any damage or loss within the timeframes stated in Section 7

•       Ensuring the delivery address provided is accurate and complete. Where misdelivery results from incorrect client-provided information, the €250 own-risk deductible per event may be passed on to the client

•       Ensuring correct onward distribution and use of goods in compliance with applicable local laws in the end-distribution market

 

As importer of record, Promo Vista takes responsibility for ensuring that all products it supplies comply with applicable EU product safety, labelling, and certification requirements. This includes maintaining relevant documentation such as CE declarations, test reports, and technical files where required by law or agreed in writing.

Promo Vista will not accept orders for, and does not supply, the following product categories, as these fall outside the scope of our operations and insurance coverage:

•       Cosmetics, skin care, and chemical dental care products

•       Cosmetic equipment (including laser and IPL devices)

•       Food, beverages, and nutritional supplements

•       Tobacco and smoking products (including e-cigarettes)

•       Baby clothing and other articles for infants

•       (Veterinary) medicines, medical devices, and medical equipment

•       Medical face masks, personal protective equipment, and hearing protection

•       Motor vehicles, vessels, aircraft, and self-propelled objects (including e-scooters, karts, boards, and drones)

•       Critical components for motor vehicles, vessels, aircraft, or other self-propelled objects

•       Hazardous and chemical substances (including fireworks)

•       Bicycles, e-scooters, and critical components thereof (including frames, wheels, handlebars, and batteries)

•       Solar panels, inverters, heat pumps, boilers, and components for energy systems

•       Erotic and related articles

 

For baby and children’s toys and accessories, all supplied products are certified in accordance with European standards EN 71-1, EN 71-2, and EN 71-3. Relevant certification documentation is available upon request.

 

 

Promo Vista holds business liability insurance (Bedrijfsaansprakelijkheidsverzekering, policy no. 5410A269243) underwritten by ASR Schadeverzekering N.V., covering the import and sale of consumer articles within EU member states and the United Kingdom.

 

Coverage limits: €2,500,000 maximum per event; €5,000,000 maximum per insurance year.

 

Promo Vista’s liability under this policy is limited to direct damage arising from products it has supplied. Liability does not extend to indirect or consequential losses, nor to product categories outside Promo Vista’s scope of supply as listed in Section 9.

 

All designs, images, and content on this website are the property of Promo Vista or our respective clients. Unauthorized use, reproduction, or distribution of any content is prohibited.

By submitting designs or artwork, clients confirm that they hold the necessary rights and licenses. The client indemnifies Promo Vista against any third-party claims relating to intellectual property violations arising from client-provided materials.

 

By placing an order with Promo Vista, the client confirms they have read, understood, and agreed to these Terms of Service in full. No order will be processed without this acceptance.

•       For digital orders: acceptance is recorded at checkout via mandatory confirmation checkbox.

•       For email or direct quotation orders: written confirmation of the order, including payment of the initial invoice, constitutes full acceptance of these Terms.

 

All quotations and order confirmations reference these Terms and include a link to the current published version. Promo Vista reserves the right to decline any order where acceptance cannot be confirmed.

 

Promo Vista is only liable for damage that is the direct and immediate result of an attributable failure to fulfil its contractual obligations. Promo Vista is not liable for indirect, incidental, special, or consequential damages, including but not limited to loss of profits, missed savings, reputational damage, or business interruption.

Once goods have been delivered and accepted by the client, the client assumes full responsibility for their onward distribution, storage, and use in compliance with applicable laws and regulations in the destination market.

In all cases, Promo Vista’s total liability is limited to the amount paid by the client for the specific product or service, or — if applicable — the amount covered under Promo Vista’s liability insurance, whichever is higher.

 

These Terms are governed by the laws of The Netherlands. In the event of a dispute, the parties will first attempt resolution through good-faith written communication within 30 days. If unresolved, disputes will be submitted to the competent court in Rotterdam, unless otherwise required by mandatory legal provisions.

 

Promo Vista processes personal and business data in accordance with applicable EU privacy legislation, including the General Data Protection Regulation (GDPR). Client data is used solely for order processing, communication, and service delivery, and is not shared with third parties except where required for fulfilling orders (e.g. carriers, insurers).

For questions regarding data processing or to exercise your rights under GDPR, please contact us at info@promo-vista.com.

 

For any questions about these Terms of Service, please contact us:

 

✉  info@promo-vista.com

Promo Vista International BV  |  KvK: 97830798  |  Coolsingel 104, 3011 AG Rotterdam, The Netherlands