WorkSends Corporate T&Cs

Orders and Payment

Pricing and Quotes

All prices displayed on our website are guide prices only and are subject to fluctuations - caused by fluctuations in material & freight costs. These prices exclude VAT and are subject to origination and carriage charged as extra. If you have any questions or issues relating to your quote, please contact your account manager or call us on +44 (0) 20 3514 1281.

Quotes include all set up costs and carriage to an address specified in the quote. Quotes exclude VAT.

Quotes and these T&Cs form the contract between us and you for the supply of goods and performance of services by us as further detailed in the quote we supply to you, and you confirm.

Processing

Your order will be processed once we have received your payment, artwork and branding instructions unless otherwise agreed.

You will be provided with a visual of what your finished item will look like. It is your responsibility to check this visual for spelling, layout, size, colours, etc. and approve it for production. Once approved, we will produce your item according to this approved specification. Where any items produced by us do not conform to the approved specification, we will replace and dispatch such items for the correct versions at our cost.

Delivery will be made by us as agreed prior to placing the order. The lead-time begins when all the above is confirmed/provided.

Payment Terms

We welcome payment by BACS transfer on Pro Forma terms, to be paid on receipt of invoice. 50% payment is required at the confirmation of order, and 50% prior to dispatch. On occasions where the delivery date is more than 8 weeks ahead, we can offer split payments on request. A credit card payment facility is also available but will be subject to a processing fee.

Stock Availability

If items become unavailable after an order is placed, we will replace it with a suitable substitute of the same or higher value and always maintain the overall look and feel of your gift collection. We will inform you of any replacements prior to delivery and will consult with you as to such replacements.

Any stock that is held and warehoused with us that has a limited shelf life is not our responsibility to maintain or to replace. If any consumables or items with a limited shelf life run past their use by date or are no longer fit for use, the stock owner is responsible for the replacement of these. As part of the warehouse and fulfilment service we will do our best to remind/inform you of any significant dates as soon as we are aware of them.

Third-Party Items / Provided Items:

It is possible to have your own items/those provided by third-parties included in gift boxes with prior permission. These will come with a pick and pack fee of £1 per item per box for two or less items. More than two external items may incur additional charges.

Items given to WorkSends are done so at your own risk; if any orders containing items provided by yourselves or a third party are lost and/or damaged we cannot be held responsible. Furthermore, if items are damaged whilst in WorkSends’s care we will not be liable for their damage or replacement.

Adding Messages

We can either print postcards or cards to add to the box, or if you’re customising your box this can be added to the inside roof of the box.

Changes To Order

Any changes to the order agreement or the order detail itself once they have been acknowledged or are already in production must be agreed in advance in writing and may incur additional charges to the full value of the order and any other relevant costs incurred. By way of example but not exclusively, production time, stock management implications and administrative costs.

Quality Control

Every item we sell is carefully inspected before it is shipped. For manufacturing orders, if merchandise is defective or damaged upon receipt please contact us immediately after your package arrives. Please always contact us before returning goods to us, so that we can advise on the most efficient means of delivery. Any damaged or faulty products will require photographic evidence to be sent to WorkSends electronically. On the assessment of this and subsequent information, WorkSends will decide what the subsequent appropriate action will be and advise. All claims must be made within 7 days of receipt of order, and goods must be returned within 14 days. For gifts being sent directly to recipients if there are any issues reported to you, please relay these issues to your account manager. If any items are faulty we will investigate and resolve the issue.

Shipping & Fulfilment

Lead Times

On receipt of payment, your gifts will be prepared and dispatched according to the timescales agreed. Where stock is immediately available, we can dispatch within 2-3 days. For orders with custom made products we require 3 weeks prior to dispatch. For orders requiring larger volumes (1k units or more) the lead team can increase to 4 weeks.

Delivery Partners

We use a variety of partners to ensure the delivery of your gifts within your chosen timescales. For UK orders our standard service is by Royal Mail 48hr tracked or DPD 48hr service. We will select the best service to ensure the delivery date is met.

International Shipments

By default our boxes are sent ex-works. This means that we are not liable for the package once it has left our facility, furthermore taxes and duties will be collected at the destination. We are not liable to pay duty charges or VAT on arrival unless we have arranged this with you, or for any delays incurred.

If requested we can send our boxes under the IOSS arrangement. This means that you are able to pay VAT in advance of a shipment being sent if you choose, so that the recipient does not have to pay. This also smooths delivery of the packages. The rate of VAT differs per territory.

The upper limit for IOSS is €150, which means that any order size under that value is not subject to duties.

Required Shipping Information

Address information needs to be provided in the following in the format:
Full name, Address line 1, Address line 2, City, Postcode, Phone Number, Email address
We will send you an excel template ready for you to input the information into.

We do not share this information anywhere else and it is deleted once the order has been completed. We require a phone number and email address for the courier service to be able to contact the recipient if there is a problem finding the correct address. For EU and ROW deliveries we require this information for customs.

Tracking

You may request individual tracking numbers for each gift sent, enabling you to see when all gifts have been delivered. This information will be displayed against your account provided you have signed up to WorkSends.

Customs

Some products are prohibited by certain countries. These are different for each country but we will advise you of these during the ordering process if these restrictions apply to you.

Non-Delivery and Returns

By default all boxes, including UK and international shipments, are sent ex-works. We provide tracking links for every send, which you can access on your account. If items are returned to us due to non-delivery we mark these items as returned and will restock your inventory. If items are returned to us damaged we will do our best to rectify the damage, but cannot be liable for any replacement costs.

If we have a significant number of returns we will try and notify you, however it is your responsibility to keep an eye on the status of your sends within the account.

If items are lost by the shipping company we will do our best to mark them as lost within your account. We are not liable to replace the lost inventory.

If you wish to send items to recipients whose packages were lost or returned you will need to cover the cost of the resend.

Artwork

Branding Dies

When supplying artwork for company branding logos a digital sharp black/white 1:1 is the minimum requirement. Editable .EPS, .AI or .PDF files are our preferred formats.

Branding Position

If no position is stated we shall block where we consider it is to the best advantage at our absolute discretion. If a special die-size/position is required exact measurements must be supplied – if a die-size position differs slightly from a visual proof and no measurements have been given, we cannot be held responsible.

Tolerances

A tolerance of 2-3mm is required due to movement in the product being branded, and, for notebooks, when the case is wrapped around the spine. Different substrates or styles of book may result in slight movement of the impression i.e. uneven leather surfaces, rough book cloth or patterned surfaces. The same applies for premium box surfaces made with different materials.

Change of Logo

If a die-stamp/logo has been ordered and paid for, we will charge for the first die-stamp, and for a second diestamp to be manufactured.

Repeat Use of Logo

We hold all die-stamps on file for 18 months. Provided we have the die-stamp available, no additional charge will be made for the die-stamp.

GDPR Policy

Processing of Data

To enable us to undertake work as instructed, we may need to share your information with our service providers, associated organisations and agents. Only relevant information shall be passed to these external organisations and we will never pass your information to third parties outside of this remit. Any data provided to these third parties will be used solely for the purpose of undertaking the operations for which they are intended, and does not permit the third parties to contact you in respect of anything else.

Third-Party Data

If you provide information on behalf of recipients, such as postal addresses, this data will be stored on a secure database and will be used only for the purpose of delivering goods to the given recipient.

Storing Data

In line with the United Kingdom's Data Protection act 2018 section 57 subsection 1(c) we will store all personal data in a reasonable and appropriate technical and organisational manner. Under the Licensing Act 2003 all sales containing alcohol are required to hold proof of age data for 12 months, therefore it is our policy to store all data that falls under the Data Protection Act 2018 for a period of 12 months. After this period we will permanently delete the personal data and on request provide destruction certification. If you have requested we hold this data in WorkSends for future orders, your data will only be destroyed on request or termination of the agreement.

Information On Your Rights

As a Data Controller of your personal data, we provide you with the right to:

1. access data (for information about the data processed by the Data Controller and for copies of data);
2. rectify (correct) data;
3. request erasure of data processed without justification;
4. restrict data processing (suspend data operations or request not to delete data);
5. transfer data to another data controller;
6. object to the processing of your personal data.

Security Measures

We protect your personal data with specific technical and organisational security measures, aimed at preventing your personal data from being used illegitimately or fraudulently.

Disclaimer

1. We reserve the right to alter any details or design of goods illustrated without prior notice and while every effort is made to describe goods accurately on this website no warranty is given as to accuracy and no responsibility will be accepted for error or mis-description and any resulting loss.
2. We will not be held responsible for failure or delay in the carrying out of our obligations under the contract arising out of any cause outside our reasonable control or inability to procure materials or articles except at higher prices due to any such cause and in any circumstances we shall be entitled by notice to terminate the contract in whole or in part without incurring any liability whatsoever to you.
3. The risk in the goods shall pass to you on delivery. All goods delivered or not, remain our property until payment is received in full.
4. Every effort will be made to deliver on time, however specified delivery dates are estimated and no liability is accepted for any loss arising from delay.
5. Claims arising from damages, delay or partial loss in transit must be made in writing to us, so as to reach us within seven days of delivery.
6. All claims with regard to the quality or quantity of the goods shall be made in writing to us, so as to reach us within seven days of receipt of goods or such.
7. By placing an order with WorkSends you agree to us publishing images of your finished items on our website and other published materials. You have the right to request for us to take down such materials at any point or to not publish them in the first place when placing the order. If such a request is made, we will take down these materials within 2 working days, however, we cannot recall any already distributed items.