1. Scope, Applicability & Contract Formation
1.1 Master Terms. These Terms & Conditions (“Terms”) govern all sales and supplies by HELESSENCE S.M.P.C. (trading as Perfumedom), a company incorporated in Greece (VAT No. EL802811617, G.E.MI. Registration No. 183224206000), registered office at Eth. Antistaseos 52, Ampelokipoi 56123, Greece (“Seller”, “we”, “us”, “our”), to any business customer (“Buyer”, “you”, “your”), whether orders are placed online or offline (email, phone, purchase order, etc.).
1.2 Business-to-Business. By using our website or placing an order, you confirm you are a business acting within your trade.
1.3 Entire Agreement; Precedence. These Terms supersede any conflicting buyer terms. Any additional or different terms proposed by Buyer are rejected unless expressly agreed in writing by an authorised signatory of Seller.
1.4 Offer & Acceptance. Your order is an offer. A binding contract is formed only when we accept and process your order and receive cleared payment. Order-confirmation emails acknowledging receipt do not constitute acceptance.
1.5 Proof of Business. We may request proof of business status and any other details reasonably required to process your order.
2. Definitions
- “Goods” means fragrance oils or other odoriferous raw materials and related items we supply.
- “Documentation” means any SDS, IFRA certificate, Allergen Declaration, CoA, and other product guidance we make available.
3. Nature of Goods; Intended Use
3.1 Raw Materials. Our fragrance oils are raw materials, not finished products, and not for direct undiluted skin use.
3.2 No Formulation Advice. Content on our website is informational and not advice. Product descriptions (including “scent notes”) reflect our perception and are subjective.
3.3 “Inspired” / Comparative References. Any descriptive references to well-known perfumes or accords are for identification of olfactive character only, are not endorsements, and indicate no affiliation or claim of equivalence/dupe. All third-party names remain the property of their respective owners.
4. Buyer Responsibilities (Testing, Compliance & Safety)
4.1 Compatibility & Suitability Testing. Buyer is solely responsible for testing the Goods in Buyer’s own bases, applications, and manufacturing processes to ensure compatibility, stability, performance, safety, and regulatory compliance for the intended market(s).
4.2 Regulatory Duties. Without limitation, Buyer is responsible for compliance with CLP/REACH, IFRA limits, cosmetics rules, biocides, detergents, aerosols, UFI/PCN notifications (where applicable), labeling, packaging, language requirements, and all local and EU regulations for the finished product. Any percentages in IFRA certificates are maximums, not usage recommendations.
4.3 Documentation Access. SDS/IFRA (and when requested CoA/specifications) are provided per product code and can be downloaded or supplied upon request.
4.4 No Reliance. Buyer acknowledges that scent character, strength, and performance are subjective and influenced by formula, base, dosage, and environment. Dissatisfaction with olfactive perception cannot constitute non-conformity.
5. Specifications, Batch Variations & Tolerances
5.1 Normal Variations. Reasonable batch-to-batch variations in colour, clarity, viscosity, specific gravity, refractive index, and odour nuances are inherent to fragrance materials and do not constitute defects.
5.2 Images & Descriptions. Images are illustrative. Descriptions are non-binding and may be updated.
6. Weights & Measures
6.1 Goods are measured by mass (g/kg), not volume (ml/L). Due to density differences, fill levels may appear different across products while remaining within stated net weight tolerances.
6.2 Filling Tolerances. All products are hand-filled using calibrated equipment and subject to standard industrial tolerances. Minor variations of up to ±2 % of declared net weight are normal and acceptable due to differences in oil density, temperature, and manual dispensing. These tolerances are within accepted trade practice and shall not constitute a short-shipment, defect, or breach of contract.
7. Prices, VAT & Payment
7.1 Price Basis. Prices are as listed at the time of acceptance and may be corrected for manifest errors or misprints. In case of correction before dispatch, you may cancel before we ship.
7.2 VAT. Prices are exclusive of VAT. VAT exemption applies only with a valid, verifiable EU VAT number or for non-EU businesses, subject to EU VAT rules. Greek entities and non-VAT-registered EU entities are charged 24% VAT.
7.3 Payment Methods. We accept PayPal, Viva Wallet, all credit/debit cards plus Klarna, Google & Apple Pay, and bank transfer (off-line bulk orders only). For bank transfer, dispatch occurs after cleared funds; include your order/invoice number as reference.
7.4 Bulk Quotas. We have a 10% discount per kg for orders exceeding 5kg per fragrance code and 15% discount per kg for orders exceeding 25kg per fragrance code. Bulk quotas are individual by customer and destination and are only acceptable via e-mail.
8. Orders, Lead Times & Dispatch
8.1 Lead Times (Indicative). We aim to dispatch orders ≤2 kg per fragrance within 1–3 working days; 2–5 kg per fragrance within up to 5 working days; >5 kg (bulk ordering) is handled in a separate production. Contact us for a lead estimate on bulk ordering. Lead times are estimates, not guarantees.
8.2 Force Majeure. We are not liable for delays caused by events beyond our reasonable control (including shortages, transport issues, strikes, regulatory changes, utility failures, extreme weather, national holidays, epidemics/pandemics).
8.3 Production vs. Dispatch. Buyer acknowledges that production and dispatch are separate operational stages. Our fragrance oils are produced and quality-approved in bulk batches, then stored under controlled conditions until individual customer orders are filled. The date of dispatch therefore does not represent the date of manufacture. Natural time intervals between production and order fulfilment are inherent to normal inventory management and do not imply deterioration, age, or reduced quality of the Goods. Each batch remains compliant with its specification and quality standard at the time of dispatch, as evidenced by our internal batch records and, where applicable, Certificate of Analysis.
9. Shipping, Risk & Delivery
9.1 Charges. Shipping is charged per order based on weight, service, and destination. See our Shipping Info for current methods and fees.
9.2 Routing. Buyer can choose either Standard (road transfer) or Saver (air transfer) option at checkout. There are some exceptions in destinations where only Saver option is available. Please advise our Shipping & Delivery page.
9.3 Address Accuracy. Buyer is responsible for providing complete and accurate delivery details. We may charge additional postage for incorrect/incomplete addresses or remote-area surcharges discovered after booking.
9.4 Risk Transfer. Risk in the Goods passes to Buyer upon handover to the first carrier (ex-works style). Title passes under clause 9.6. Buyer is responsible to track and liaise with the carrier for delivery events after dispatch.
9.5 Failed Delivery & Returns. Charges incurred due to Buyer’s failure to accept/collect delivery within carrier timeframes (including returns, re-delivery, storage) are borne by Buyer. After three failed attempts or where rerouting is disallowed, parcels may be held at an access point for collection.
9.6 Retention of Title. Title to Goods remains with Seller until full payment for the relevant invoice is received. Until then, Buyer holds the Goods as bailee, must store them safely and separately, and must not pledge them or transfer title.
10. Inspection, Claims & Remedies
10.1 Damage in Transit. Visible damage or shortages must be noted with the carrier at delivery and reported to us within 48 hours of receipt, including photos and parcel label. Keep all packaging for inspection.
10.2 Non-Conformity Claims. Any other quality or conformity issues must be reported within 14 days of delivery, before using more than 10% of the affected batch, and must include: (a) batch/lot number, (b) a retained sample in original packaging where possible, (c) a detailed description and supporting evidence.
10.3 Exclusive Remedies. Where we verify a non-conformity attributable to us, we may, at our option, replace the affected Goods or refund the price paid for the affected quantity. These are Buyer’s sole and exclusive remedies.
10.4 Exclusions. We are not responsible for issues caused by improper storage, ageing, oxidation, exposure to heat/light/air, contamination, decanting, mixing, or use that breaches IFRA/CLP or good manufacturing practice.
11. Storage, Shelf Life & Long-Term Retention
11.1 Storage Conditions. Buyer must store Goods tightly sealed, in original containers, in a cool, dry, well-ventilated place away from heat and direct sunlight, ideally at 10–25 °C, protected from moisture and oxygen exposure.
11.2 Recommended Use-By. Unless a specific product CoA or SDS states otherwise, the overall recommended shelf life of each batch is 24 months from its production date, as indicated on our internal batch records or CoA. This 24-month period covers the entire lifecycle of the product, including both our controlled warehouse storage and the Buyer’s subsequent possession. Once the container is opened, we recommend use within 6 months, keeping headspace to a minimum to prevent oxidation. Claims concerning product quality raised after the 24-month period from production (or after 6 months from dispatch) will be rejected, regardless of the date of purchase or dispatch.
11.3 Age-Related Changes. Natural changes such as colour shift, hazing, crystal formation, viscosity change, or odour drift may occur over time and do not indicate defect where materials remain within specification.
11.4 Long-Term Storage Claims. Claims raised for Goods stored by Buyer beyond 12 months from dispatch or kept opened for prolonged periods will be rejected, unless Buyer proves strict adherence to clause 11.1 and provides supporting analytical evidence. CoAs are available on request to confirm batch quality at release; they are not a guarantee of indefinite stability under Buyer storage.
12. Returns & Withdrawal
12.1 No Change-of-Mind Returns. Business-to-business contracts are excluded from consumer withdrawal rules. We do not accept returns, exchanges, or refunds after dispatch except as provided under clause 10.
12.1a Weight Verification and Tolerance. Buyer acknowledges that all Goods are hand-filled and subject to the normal tolerances defined in Clause 6.2. Slight variations in net weight within the stated tolerance are deemed compliant and shall not, under any circumstances, constitute grounds for refund, replacement, credit, or claim of non-conformity. Claims based solely on weight measurements taken on third-party scales will not be accepted.
12.1b Subjective Perception. Fragrance appreciation is inherently subjective. Variations in perceived scent strength, diffusion, persistence, or personal preference do not constitute product defect or non-conformity and shall never qualify for return, replacement, credit, or refund. Buyer acknowledges that such evaluations depend on formulation base, dosage, and individual olfactory perception.
12.2 Condition After Delivery. Once received in satisfactory condition, we are not responsible for deterioration due to Buyer’s storage, handling, or prolonged retention prior to use.
13. International Orders & Customs
13.1 Duties & Taxes. For deliveries outside the EU, import duties/taxes are payable by Buyer. We are not liable for customs delays or seizures.
13.2 Refusals/Non-Payment. If Buyer fails to pay duties/taxes and we incur costs or the Goods are returned or destroyed, Buyer shall indemnify us for all such costs. Returned Goods may incur restocking and additional charges.
14. Warranties, Liability & Indemnity
14.1 Limited Warranty. We warrant that on dispatch the Goods conform in all material respects to our specifications for the relevant batch.
14.2 Disclaimer. Except as stated, all conditions, warranties, or terms (express or implied by statute or otherwise) are excluded to the fullest extent permitted by law.
14.3 Limitation of Liability. To the maximum extent permitted by law:
(a) we are not liable for loss of profit, loss of revenue, loss of business, loss of production, loss of goodwill, or any indirect or consequential loss; and
(b) our aggregate liability for any claim relating to the Goods or these Terms shall not exceed the price paid for the specific Goods giving rise to the claim.
14.4 Buyer Indemnity. Buyer shall indemnify and hold harmless Seller from any third-party claims, penalties, or losses arising from Buyer’s use, formulation, marketing, labeling, storage, or resale of the Goods, including regulatory non-compliance of finished products.
15. Intellectual Property
15.1 No License. Purchase of Goods does not grant any license to our trademarks, trade names, or other IP.
15.2 Third-Party Marks. Any third-party names used for descriptive purposes are references only and do not imply affiliation, endorsement, or origin.
16. Data Protection
16.1 We process personal data in accordance with applicable data-protection law as controller. See our Privacy Policy & Cookie Policy. The personal data we collect is used for order processing, invoicing, delivery, and compliance purposes.
17. Amendments
17.1 We may update these Terms at any time. The version in force at the time we accept your order governs that order. We may notify you of material changes on our website.
18. Assignment
18.1 Buyer may not assign or transfer any rights or obligations under these Terms without our prior written consent. We may assign to affiliates or in connection with a transfer of business.
19. Severability & No Waiver
19.1 If any provision is held invalid or unenforceable, the remaining provisions remain in full force.
19.2 Failure to enforce a right is not a waiver of that right.
20. Notices
20.1 Formal notices must be sent to the registered addresses or email addresses stated on our invoice or website contact page and are deemed received when delivered (or on the next business day if after 17:00 local time).
21. Governing Law & Jurisdiction
21.1 These Terms and any dispute or claim (including non-contractual disputes) are governed by Greek law.
21.2 The courts of Thessaloniki, Greece have exclusive jurisdiction.
21.3 We reserve the right to refer to these Terms in any dispute and to provide copies of the version applicable to the transaction in question.
22. Language
22.1 These Terms may be provided in multiple languages; the English version prevails in case of inconsistency.
Annex A: Practical Claims & Handling Rules (Binding)
A1. Damage/Shortage: Note with carrier on delivery; notify us within 48 hours with photos and parcel label.
A2. Quality/Conformity: Notify within 14 days, before using more than 10% of the batch; include batch number, retained sample, and evidence.
A3. Returns without prior authorisation are not accepted.
A4. Storage must follow clause 11; long-term storage claims beyond the stated periods are inadmissible absent strict proof.
A5. Documentation: SDS/IFRA/CoA provided per product; IFRA limits are maximums, not usage advice.
Company Details
Helessence S.M.P.C. (Perfumedom)
Eth. Antistaseos 52, Ampelokipoi 56123, Greece
VAT: EL802811617 • G.E.MI.: 183224206000