Terms & Conditions of Sale

VULCAN JEWELLERY

Business-to-Business Terms & Conditions of Sale

Effective: 1st April 2026

These Terms apply exclusively to business customers. By placing an order via email, telephone or online, you confirm you are acting in the course of a business and agree to these Terms in full.

Before You Order – Key Points

These are Vulcan Jewellery's standard trading terms for business clients. They govern every order placed with us. Please read them in full before placing an order. Key points to be aware of:

• All CAD design fees are non-refundable, regardless of whether the order proceeds to manufacture.
• Once you approve a CAD design in writing, you accept full responsibility for the accuracy of that approval. Errors or oversights in approved designs that are visible in the CAD renders or technical drawings are not Vulcan's liability after manufacture has commenced.
• Title to Goods remains with Vulcan until payment is received in full and in cleared funds.
• Once Manufacture has commenced, Bespoke orders are non-cancellable and the full order value remains payable. Any partial credit note or refund thereafter is entirely at Vulcan’s sole discretion and, if offered, will not exceed 25% of the total order value.
• Any fault must be notified in writing within 5 business days of receipt, or within 5 business days of the fault first becoming reasonably apparent, whichever is later.
• These Terms constitute the entire agreement between the parties. No verbal representations, emails, or discussions outside these Terms form part of the contract unless agreed in writing by a Vulcan director.
• Quotes are valid for 7 days only.

1. Introduction

These Terms and Conditions ("Terms") govern the sale of goods and manufacturing services by Vulcan Jewellery ("Vulcan", "We", "Us", "Our") to business customers ("You", "Your", "the Client"). These Terms apply exclusively to business-to-business transactions. By placing an order with us, you confirm that you are acting in the course of a business and agree to these Terms in full. These Terms supersede all previous versions and take precedence over any terms the Client may seek to impose, unless agreed in writing by a director of Vulcan.

2. Definitions

• "Goods" – All jewellery, products, or manufacturing services provided by Vulcan.
• "Bespoke" – Customised or made-to-order items designed specifically for the Client, including any item subject to CAD design, bespoke sizing, or personalisation.
• "CAD Design" – Computer-aided design renders, drawings, or digital files produced by Vulcan in connection with a Bespoke order.
• "Design Files" – The native CAD source files produced by Vulcan, including .3dm and .STL formats.
• "Customer-Supplied Materials" – Any gemstones, metals, or components provided by the Client for use in manufacture or repair.
• "Manufacture" – The physical production of a Bespoke item, commencing upon receipt of written design approval and cleared payment (or confirmed credit terms where applicable).
• "Credit Account" – A trade credit facility granted by Vulcan to a Client at Vulcan's sole discretion, subject to separate written agreement.
• "Confidential Information" – Any non-public information disclosed by one party to the other in connection with an order or business relationship, including design briefs, pricing, client lists, production methods, and business plans.

3. Orders & Payment

• All orders are subject to availability and acceptance by Vulcan. We reserve the right to decline any order at our discretion without obligation to provide a reason.
• Prices are listed in GBP and exclude VAT unless otherwise stated. Quoted prices are valid for 7 days from the date of issue, subject always to any adjustment for live metal prices where applicable.
• For Bespoke items: a non-refundable CAD design fee is payable in advance. The full balance must be received in cleared funds before Manufacture commences, unless the Client holds a Credit Account with Vulcan. Where a Credit Account has been agreed, payment terms are as set out in that agreement.
• Where a quotation includes a Bespoke item or any item priced using variable precious metal content, the quoted price is an estimate only unless expressly stated otherwise in writing. The final price may be adjusted to reflect the live metal price at the date of casting or procurement.
• Whether to extend credit terms is entirely at Vulcan's discretion. Vulcan reserves the right to withdraw credit facilities at any time and without notice.
• For design-only services: the full CAD design fee is non-refundable and payable in advance.
• For non-Bespoke items: full payment is required at point of order unless a Credit Account is in place.
• Payment may be made by direct bank transfer, Direct Debit, or card. A processing fee of 1.5% applies to payments made by card, reflecting the cost to Vulcan of accepting card payments, and is shown as a separate line on the invoice. No fee applies to payment by direct bank transfer or Direct Debit. VAT is chargeable on the processing fee at the standard rate.

Note: All design fees are non-refundable regardless of whether the order proceeds to Manufacture. By paying the design fee, the Client acknowledges this condition.

4. Retention of Title

• Title to and ownership of all Goods supplied by Vulcan remains vested in Vulcan until Vulcan has received payment in full, in cleared funds, for those Goods and all other sums due from the Client to Vulcan under any order or agreement. This applies regardless of whether the Goods have been delivered.
• Until title passes, the Client holds the Goods as bailee for Vulcan and must store them separately, clearly identifiable as Vulcan's property, and in good condition.
• Vulcan reserves the right, without prior notice, to enter any premises where the Goods are stored and recover them if payment is overdue or if the Client becomes insolvent, enters administration, or is subject to any insolvency proceedings.
• Risk in the Goods passes to the Client on delivery. The Client is responsible for insuring the Goods from the point of delivery, notwithstanding that title may not yet have passed.

5. Late Payment

• Unless otherwise expressly stated in writing, or unless prepayment is required under Section 3 for Bespoke or non-credit-account orders, payment is due on the date specified in the invoice. Where no date is specified and no prepayment requirement applies, payment is due within 30 days of the invoice date.
• If any sum is not paid by the due date, Vulcan reserves the right to charge interest on the overdue amount at the rate prescribed under the Late Payment of Commercial Debts (Interest) Act 1998, currently 8% per annum above the Bank of England base rate, accruing daily from the due date until actual payment is received.
• Vulcan also reserves the right to claim reasonable debt recovery costs under the Late Payment of Commercial Debts Regulations 2002.
• Where any invoice is overdue, Vulcan may, without notice: (a) suspend all active and pending orders for that Client; (b) withhold delivery of completed Goods until all outstanding balances are cleared; and (c) withdraw any Credit Account facilities in place.
• Disputed invoices must be raised in writing within 5 business days of receipt. Undisputed portions of an invoice remain due for payment on the original due date.

6. CAD Design & Intellectual Property

This section sets out the terms under which CAD design services are provided and the ownership of resulting design files. These terms apply in addition to any written quotation or design brief.

6.1 Design Approval Process

• The Client will receive CAD render images for review and approval before Manufacture begins.
• All amendment requests must be submitted in writing. Each round of amendments will be quoted if necessary and charged prior to further work commencing. Unless expressly agreed otherwise in writing, there are no complimentary amendment rounds on B2B orders.
• Any amendment that materially alters the design concept, metal type, overall structure, or stone arrangement will be treated as a new or revised commission and quoted accordingly.
• Once the Client provides written confirmation of design approval, the design is considered final. Any subsequent changes after approval will be treated as a new design commission and charged accordingly.

6.2 CAD Accuracy, Technical Drawings & Client Responsibility

• CAD renders and technical drawings are provided as a close visual guide only. They are indicative representations of the intended design and do not constitute an exact or guaranteed specification of the finished piece. Dimensions, proportions, stone sizes, and surface finishes shown in renders may differ slightly from the manufactured item due to the inherent nature of handcrafted production.
• It is the Client's responsibility to thoroughly review all CAD images and technical drawings prior to providing written approval, including but not limited to: dimensions, stone placement, setting style, metalwork, proportions, and overall design.
• Written approval of CAD images and/or technical drawings constitutes the Client's confirmation that the design has been reviewed and accepted in full. Once approval has been given and Manufacture has commenced, Vulcan accepts no liability for any errors, omissions, or discrepancies that were present in the approved CAD or technical drawings and that could reasonably have been identified at the approval stage.
• Where an issue arises post-Manufacture that stems from an oversight in the approved CAD or technical drawings, the order will be treated as a confirmed and completed commission. Such issues do not entitle the Client to a refund, remake, or cancellation without charge. The cancellation terms set out in Section 7.3 will apply.

Note: Do not approve CAD renders or technical drawings unless entirely satisfied with the design. If in doubt, request an amendment before approving — amendments after approval will be charged as a new commission.

6.3 Intellectual Property

• All CAD files, renders, drawings, and design concepts created by Vulcan remain the sole intellectual property of Vulcan at all times, including where a design fee has been paid.
• Payment of a design fee grants the Client a licence to receive finished physical products based on the approved design, and to sell or distribute those finished products through the Client's normal trade channels. It does not transfer ownership of, or any rights in, the underlying Design Files.
• The Client may not commission reproduction of any Vulcan CAD file or render with a third-party manufacturer without a separate Design File Transfer agreement (see Section 6.4).
• Vulcan reserves the right to retain and archive all design files indefinitely.

6.4 Design File Transfer

• The Client may request a Design File Transfer in writing. Upon agreement, Vulcan will supply the .3dm and .STL source files for the relevant item(s) at a charge of £100.00 + VAT per item.
• Design Files are provided in functioning order as produced by Vulcan. Vulcan makes no representation and accepts no liability as to whether those files are compatible with, or will function correctly in, the software, workflows, or manufacturing processes of any third-party designer or manufacturer. Compatibility at the Client's or any third party's end is entirely the Client's responsibility.
• Once Design Files have been transferred and payment received, the transaction is final and non-refundable.

6.5 Design Fee – Non-Refundable

• The CAD design fee is non-refundable in all circumstances, including where the Client chooses not to proceed with the order, where the design does not meet expectations, or where the order is cancelled for any reason.
• No refund or credit will be issued for design fees once work has commenced.

7. Bespoke Orders – Manufacture, Cancellation & Returns

7.1 Commencement of Manufacture

• Manufacture commences only upon receipt of: (a) written design approval from the Client; and (b) cleared full payment — unless the Client holds a valid Credit Account with Vulcan, in which case Manufacture may commence upon written design approval in accordance with the agreed credit terms.
• Once Manufacture has commenced, the order is considered confirmed and binding. A production commencement email may be issued for confirmation, but is not a condition of Manufacture having commenced.

7.2 Cancellation Prior to Manufacture

• The Client may cancel a Bespoke order at any time before Manufacture commences.
• In the event of pre-Manufacture cancellation, any CAD design fee paid is non-refundable. Any balance payment made (excluding the design fee) will be refunded within 14 days.

7.3 Cancellation After Manufacture Commences

• Once Manufacture has commenced, Bespoke orders are non-cancellable and the full order value is payable.
• Vulcan operates as a trade manufacturer. It is understood and accepted that the Client will be reselling or distributing finished items through their normal retail or trade channels. This use is expressly permitted and does not require separate written consent.
• In exceptional circumstances only, and entirely at Vulcan's sole discretion, Vulcan may agree to accept the return of a completed Bespoke item. In such cases, a credit note or refund of no more than 25% of the total order value may be offered, with the balance retained to cover unrecoverable design, labour, material, and overhead costs. This does not create any right of return, and Vulcan is under no obligation to offer any refund or credit.

7.4 Tolerances & Handmade Variation

• All Bespoke jewellery is handcrafted. Slight variations in weight (up to +/- 5%), stone dimensions, and surface finish are inherent to the manufacturing process and do not constitute a defect or grounds for refund or replacement. Such variation shall not entitle the Client to reject the Goods, cancel the order, demand a remake, or withhold payment.
• Colour representation in CAD renders may vary from the finished item due to screen calibration, metal finish, and lighting. Such variation is not a defect.
• Vulcan will not accept returns or issue refunds based solely on minor cosmetic variation falling within normal handmade tolerances.

8. Delivery & Lead Times

• CAD designs are typically ready within 48 working hours of receipt of the design fee and completed brief. This is an estimate only.
• Manufacture typically takes approximately 3.5 weeks from written design approval and cleared payment. This is an estimate only and is subject to workload, supplier availability, and other external factors.
• In-stock items are dispatched via next-day tracked delivery.
• All quoted lead times are estimates. Vulcan accepts no liability for delays caused by factors outside our reasonable control.
• Delay shall not entitle the Client to cancel, reject the Goods, or claim compensation, unless expressly agreed otherwise in writing by a director of Vulcan.

9. Repairs & Restorations

9.1 Pre-Repair Inspection & Liability

• All items are inspected upon receipt to the best of our ability using visual examination. We are not liable for pre-existing damage, hidden faults, metal fatigue, stone inclusions, prior repairs by third parties, or structural weaknesses not visible or apparent at the time of inspection.
• By submitting an item for repair, the Client acknowledges that pre-existing conditions may be present and that Vulcan accepts no responsibility for damage or loss arising from such conditions during the repair process.
• If a pre-existing risk is identified during work, we will contact the Client before proceeding. If we are unable to reach the Client within 5 working days, we may pause or cease work and return the item as received.

9.2 Repair Guarantee

• Completed repairs are guaranteed for 6 months from the date of collection or dispatch.
• The guarantee applies only to the specific area worked on and does not cover misuse, accidental damage, normal wear and tear, or exposure to chemicals.
• Any guarantee claim must be submitted in writing within the 6-month period with a description of the fault. Items must be returned for inspection before any remedy is agreed.

9.3 Uncollected Items

• The Client will be notified by email and/or phone when a repair is ready for collection or dispatch.
• Items not collected or dispatched within 3 months of first notification will be considered abandoned. Vulcan reserves the right to dispose of, recycle, or sell such items to recover costs. We will make reasonable efforts to contact the Client prior to taking such action.

10. Customer-Supplied Materials

• We may, at our sole discretion, accept Customer-Supplied Materials for incorporation into a repair or Bespoke commission.
• All Customer-Supplied Materials are subject to formal inspection prior to use. We reserve the right to decline to work with any material that presents a risk to the finished piece or to our craftspeople, including: fractured or included stones, degraded metals, suspected synthetic or misrepresented materials, or materials of uncertain provenance.
• Where we agree to work with Customer-Supplied Materials, the Client accepts that Vulcan cannot guarantee outcomes to the same standard as Vulcan-sourced materials. Limitations arising from the quality of customer-supplied materials do not constitute a defect in our workmanship.
• Vulcan accepts no liability for loss or damage to Customer-Supplied Materials caused by pre-existing hidden defects (e.g. internal stone fractures that propagate during setting or polishing). The Client is encouraged to disclose all known history of the item.
• Customer-Supplied Materials are sent to and held by Vulcan at the Client's risk, save where loss or damage is caused directly by Vulcan’s proven negligence or wilful misconduct. Vulcan accepts no liability for loss or damage caused by fire, theft, flood, or any event beyond our reasonable control while materials are in our possession. The Client is strongly advised to insure Customer-Supplied Materials for their full replacement value before dispatch to Vulcan and throughout the period they are held by us.
• Customer-Supplied Materials remain the Client's property at all times. In the event of an uncollected item (see Section 9.3), the above provisions apply equally to any returned or unworked Customer-Supplied Materials.

11. Returns – Non-Bespoke Items

• Non-Bespoke items may be returned within 14 calendar days of receipt, provided the item is undamaged, unaltered, and returned in its original packaging with proof of purchase and a written return request.
• Returns must be agreed in writing with Vulcan prior to dispatch. Unauthorised returns will not be accepted and may be returned to the Client at their cost.
• Return postage and insurance are the Client's responsibility unless the item is confirmed as faulty by Vulcan upon inspection.
• Upon receipt and inspection, Vulcan will issue a credit note or refund at its discretion. Refunds may be reduced or refused if the item shows signs of wear, alteration, or damage.

12. Faulty Goods

• The Client must notify Vulcan of any fault in writing within 5 business days of receipt, or within 5 business days of the fault first becoming reasonably apparent, whichever is later. Notification must be made by email to info@vulcanjewellery.com with a written description and photographic evidence. Claims made outside this window may not be accepted.
• Vulcan will inspect the item and, where a manufacturing fault is confirmed, will provide an appropriate remedy at its discretion, which may include repair, replacement, rework, or credit note, depending on the nature of the fault and stock availability.
• Faults arising from misuse, accidental damage, third-party repair or alteration, or normal wear and tear do not qualify under this clause.
• As these Terms govern business-to-business transactions, the Consumer Rights Act 2015 does not apply. The applicable framework is the Sale of Goods Act 1979 and the Supply of Goods and Services Act 1982 (as amended).

13. Limitation of Liability

• Vulcan's total aggregate liability to the Client arising out of or in connection with any order — whether in contract, tort (including negligence), breach of statutory duty, or otherwise — shall not exceed the total price paid or payable by the Client for the specific order giving rise to the claim.
• Vulcan shall not be liable, whether in contract, tort, or otherwise, for any: (a) loss of profit; (b) loss of revenue or business; (c) loss of anticipated savings; (d) loss of contracts or opportunities; (e) damage to reputation or goodwill; or (f) any indirect, special, or consequential loss or damage — in each case howsoever arising, even if Vulcan had been advised of the possibility of such losses.
• The Client is responsible for ensuring that Goods supplied by Vulcan comply with all applicable laws, regulations, and standards in the territory in which the Client intends to sell or distribute them. Vulcan accepts no liability for the Client's failure to comply with such requirements.
• Nothing in these Terms excludes or limits Vulcan's liability for death or personal injury caused by our negligence, fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by applicable law.

14. Indemnity

• The Client shall indemnify, defend, and hold harmless Vulcan and its employees, contractors, and agents from and against any claims, losses, damages, costs, fines, or expenses (including reasonable legal fees) suffered or incurred by Vulcan arising from or in connection with: (a) the Client's breach of any provision of these Terms; (b) any misrepresentation made by the Client, including in relation to Customer-Supplied Materials; (c) any infringement of a third party's intellectual property rights arising from a design brief or specification provided by the Client; (d) the Client's failure to comply with applicable laws and regulations, including hallmarking requirements; or (e) any claim brought against Vulcan by a third party arising from the Client's acts or omissions.
• This indemnity survives termination of any order or trading relationship between the parties.

15. Hallmarking

• Responsibility for hallmarking is agreed on an order-by-order basis. Where Vulcan agrees to arrange hallmarking, this will be confirmed in writing as part of the order confirmation and any applicable charges will be quoted separately.
• Where hallmarking is not included in the order confirmation, it is the Client's sole responsibility to ensure that all Goods are hallmarked in compliance with the Hallmarking Act 1973 and any applicable regulations before they are offered for sale or supply to end customers.
• Vulcan accepts no liability for any failure to hallmark, or for any loss, fine, or regulatory consequence arising from the Client's failure to comply with hallmarking requirements.

16. Photography & Marketing

• Vulcan reserves the right to photograph, film, or otherwise record finished Goods for use in our portfolio, website, social media, trade publications, and other marketing materials.
• Vulcan will not identify the Client by name in any marketing material without prior written consent.
• Clients who wish to opt out of their Goods being used for marketing purposes must notify Vulcan in writing at the time of placing the order. Opt-out requests made after an order has been confirmed cannot be guaranteed.

17. Confidentiality

• Each party undertakes to keep confidential all Confidential Information received from the other party and to use it solely for the purposes of fulfilling obligations under these Terms.
• Neither party shall disclose the other's Confidential Information to any third party without prior written consent, except where required by law, regulation, or court order — in which case the disclosing party shall, where permitted, give the other party reasonable advance notice.
• This obligation does not apply to information that: (a) is or becomes publicly available through no fault of the receiving party; (b) was already known to the receiving party prior to disclosure; or (c) is independently developed by the receiving party without reference to the Confidential Information.
• Confidentiality obligations survive termination of any order or trading relationship for a period of three (3) years.

18. Account Suspension & Termination

• Vulcan reserves the right to suspend or permanently terminate a Client's trading account immediately and without prior notice at our absolute discretion. Circumstances include but are not limited to: non-payment or persistent late payment; breach of any provision of these Terms; conduct Vulcan reasonably considers damaging to its reputation or business interests; insolvency, administration, or liquidation of the Client; or any other reason Vulcan deems sufficient.
• Upon suspension or termination: (a) all outstanding invoices become immediately due and payable; (b) Vulcan is under no obligation to fulfil any pending or in-progress orders, though Vulcan may at its discretion choose to complete orders already in Manufacture; and (c) the Client's right to place new orders ceases immediately.
• Termination does not affect any accrued rights or liabilities of either party at the date of termination, nor any provision of these Terms intended to continue in force after termination.

19. Force Majeure

• Vulcan shall not be liable for any failure or delay in performing obligations under these Terms where such failure or delay results from circumstances beyond our reasonable control, including but not limited to: acts of God; fire, flood, or natural disaster; pandemic or epidemic; war, terrorism, or civil unrest; industrial action or strikes; shortage or unavailability of raw materials, metals, or gemstones; failure of suppliers or subcontractors; power outages; or government action or regulatory change.
• Where a force majeure event occurs, Vulcan will notify the Client as soon as reasonably practicable and will use reasonable endeavours to resume performance. If the force majeure event continues for more than 60 days, either party may terminate the affected order on written notice without liability, save that any sums already paid for work completed to that point shall be retained by Vulcan.

20. General Provisions

20.1 Entire Agreement

• These Terms, together with any written order confirmation or quotation issued by Vulcan, constitute the entire agreement between the parties relating to their subject matter and supersede all prior representations, negotiations, discussions, and understandings, whether written or oral. The Client confirms it has not relied on any representation or statement not set out in these Terms in entering into any order.

20.2 Variation

• No variation to these Terms shall be effective unless made in writing and signed by a director of Vulcan. No email exchange, verbal agreement, or course of dealing shall constitute a variation of these Terms.

20.3 Waiver

• No failure or delay by Vulcan in exercising any right or remedy under these Terms shall constitute a waiver of that right or remedy, nor shall any single or partial exercise of any right or remedy preclude any other or further exercise of it. A waiver of any breach shall not be deemed a waiver of any subsequent breach of the same or any other provision.

20.4 Severability

• If any provision of these Terms is found by a court or other competent authority to be invalid, unlawful, or unenforceable to any extent, that provision shall to that extent be severed from the remaining Terms, which shall continue to be valid and enforceable to the fullest extent permitted by law.

20.5 Third Party Rights

• These Terms do not confer any rights on any third party under the Contracts (Rights of Third Parties) Act 1999 or otherwise. Only the parties to these Terms may enforce them.

20.6 Electronic Acceptance

• Placing an order with Vulcan by email, online, or any other electronic means, or by telephone where subsequently confirmed in writing by the Client or Vulcan, constitutes the Client's acceptance of these Terms in full, whether or not the Client has signed a physical copy. Vulcan is not obliged to obtain a signed copy of these Terms before an order is binding.

20.7 Notices

• Any formal notice required or permitted under these Terms must be in writing and delivered by: (a) email to the last known business email address of the recipient, deemed received on the next business day following send; or (b) first class recorded post to the last known business address of the recipient, deemed received two business days after posting.
• Notices to Vulcan must be addressed to: info@vulcanjewellery.com or Vulcan Jewellery, PO BOX 6206, Southend, SS1 9FH.

20.8 Minimum Orders

• Vulcan does not impose minimum order quantities. All orders are accepted entirely at Vulcan's discretion, including single-unit commissions. Acceptance of one order does not obligate Vulcan to accept future orders on the same terms or at all.

21. Governing Law & Disputes

These Terms are governed by the laws of England and Wales. Any disputes arising from or in connection with these Terms shall be subject to the exclusive jurisdiction of the courts of England and Wales. The parties agree to attempt to resolve any genuine dispute relating to quality, performance, or interpretation of these Terms informally in the first instance, within 14 days of written notice of the dispute, before commencing formal legal proceedings. This does not prevent Vulcan from taking immediate action to recover overdue sums or enforce its rights in respect of non-payment.

22. Contact Details & Business Hours

Email: info@vulcanjewellery.com

Telephone: 0300 373 2447

Post: PO BOX 6206, Southend, SS1 9FH

Hours of Business:

• Monday – Thursday: 09:00 – 16:00
• Friday: 09:00 – 15:00

23. Privacy Policy

Our Privacy Policy, which forms part of these Terms, is available at https://www.vulcanjewellery.com/pages/privacy-policy