Effective Date: 28.08.25

These Terms and Conditions (“Terms”) apply to all quotations, sales orders, and contracts for goods and services supplied by Southern ID Solutions Ltd (“we”, “our”, “us”) through our business and eCommerce channels, including:

• Southern ID Solutions Ltd
• southernidstore.co.uk
• thermalribbonsdirect.co.uk
• godexprinters.co.uk

By placing an order with us (whether online, by phone, or in writing), you agree to be bound by these Terms.

1. General

• Southernidstore.co.uk is a trading name of Southern ID Solutions Ltd.
• All quotations, orders, and contracts are subject to these Terms unless otherwise agreed in writing by Southern ID Solutions Ltd.
• Unless otherwise stated, prices are exclusive of VAT and may be revised without notice. The price payable is that ruling at the date of despatch.
• No variation of these Terms shall be valid unless confirmed by us in writing.
• Our quotations remain valid for 60 days from the date of issue unless previously withdrawn.

2. Orders & Payment

• Orders may be placed online via southernidstore.co.uk, by email, or by telephone.
• Non-credit account customers: Payment must be made in full at the time of purchase via the secure online payment options provided.
• Trade customers with credit accounts: Payment is due strictly 30 days from the invoice date. Credit facilities are granted subject to satisfactory references and may be reviewed or withdrawn at any time. To apply for a credit account, a completed Credit Application Form must be submitted and approved.
• Failure to comply with payment terms may result in suspension of deliveries and immediate invoicing of any goods held in stock for you.
• All invoices must be paid in full without set-off, counterclaim, or deduction.
• Pricing Errors: All prices displayed on our websites, quotations, or other sales materials are shown in good faith. However, errors and omissions may occur. If we discover a pricing error on an item you have ordered, we will notify you as soon as possible. We are under no obligation to accept or fulfil an order at an incorrect price and reserve the right to cancel any order placed in error, even if it has been acknowledged automatically. Where payment has already been taken, a full refund will be issued.

3. Delivery & Carriage

• Goods are despatched by post, courier, or carrier. Delivery charges are applied at checkout (for online orders) or on your invoice (for trade accounts), unless otherwise agreed in writing.
• Stock Orders (online): Orders placed by 14:30 GMT, where items are in stock, are shipped free for next working day delivery to most mainland UK postcodes. Delivery to outlying areas (e.g. Scotland, Northern Ireland, Channel Islands) may take 3–5 working days.
• Delivery dates are given in good faith but are estimates only. We accept no liability for delay or any consequential loss.
• If goods are ready for despatch but cannot be delivered within four (4) weeks due to Customer delays, we reserve the right to invoice for the goods and arrange storage at your cost.
• Customer-supplied materials or goods sent for repair must be delivered free to our works at your expense and risk, clearly labelled. If not, consigned goods may be refused.

4. Packing

• Standard packaging and commercial containers are included.
• Any special packaging requirements will be invoiced as an additional charge.

5. Returns & Cancellations

5.1 Made-to-Order Products (e.g. custom labels, bespoke printed pouches, specialist items)

• Orders are non-cancellable and non-returnable once an order confirmation has been issued.
• These items are non-refundable unless defective or not supplied as agreed.

5.2 Stock Products (e.g. standard labels, ribbons, printers, consumables)

• Orders are non-cancellable and non-returnable once an order confirmation has been issued.
• In exceptional cases, we may (at our sole discretion) agree to a cancellation or return. Where accepted, a handling and re-stocking fee of up to 25% of the item price may apply.
• Returned goods must be in perfect, re-sellable condition, in original and unmarked packaging with all manuals, accessories, and media.
• A Returns Number must be obtained before returning goods.
• Goods damaged during return transit remain the responsibility of the buyer.
• Refunds, if applicable, will only be processed after inspection and approval of returned goods.

5.3 Damaged, Faulty, or Incorrect Goods

• Claims for non-delivery must be made within 21 days of invoice or advice note.
• Claims for damage, defect, or shortage must be made within 3 days of delivery (or within 24 hours for passenger train or express courier deliveries).
• If goods are found to be faulty, we will repair, replace, or refund in accordance with the manufacturer’s warranty.

6. Warranties & Liability

• All goods supplied are covered by the manufacturer’s warranty against defects in materials or workmanship (typically 12 months from delivery, unless otherwise stated).
• Unless expressly agreed in writing, no warranty is given that goods are suitable for a particular purpose. Customers are responsible for determining product suitability for their intended use.
• Our liability is limited to repair, replacement, or refund of goods under the manufacturer’s warranty.
• Return delivery charges may be invoiced to the buyer.
• We shall not be liable for any indirect, incidental, or consequential loss, damage, or expenses arising from the use of our products or services.
• Nothing in these Terms excludes liability for death or personal injury caused by our negligence, fraud, or other liabilities that cannot be excluded under law.

7. Colour Proofs (Labels & Printed Products)

• Due to variations in equipment, materials, and print processes, reasonable differences in colour between proofs and final production are considered acceptable unless otherwise agreed in writing.

8. Ownership & Risk

• Ownership of goods remains with Southern ID Solutions Ltd until full payment is received for all sums due.
• Until ownership transfers, you agree to hold goods as bailee, store them securely, and ensure they remain identifiable as our property.
• Risk of loss or damage passes to you upon delivery.

9. Force Majeure

• We shall not be liable for any delay or failure to perform our obligations due to events beyond our reasonable control, including but not limited to strikes, natural disasters, accidents, transport issues, or supply chain disruptions.

10. Data Protection & Privacy

• We respect your privacy and are committed to protecting your personal data. Please see our Privacy Policy for details on how we collect, use, and protect your information in compliance with UK GDPR.

11. Product Suitability & Manufacturing Tolerances

11.1 Suitability

• All products are sold on the basis that the Customer has independently tested and determined their suitability for the intended purpose.

11.2 Pouches

• Made-to-order pouches are subject to production tolerances:
  • 500–1,000 units: ±30%
  • 1,001–2,500 units: ±20%
  • 2,501+ units: ±10%
• Final invoicing will reflect these tolerances.

11.3 Thermal Transfer Ribbons

• Made-to-order ribbons are subject to a production tolerance of ±10% on ordered quantities.
• Final invoicing will reflect these tolerances.

11.4 Self-Adhesive Labels & Tags

• Made-to-order labels and tags are subject to a production tolerance of ±10% on ordered quantities.
• Final invoicing will reflect these tolerances.

12. Delivery Restrictions

• Standard website delivery is currently available only to the UK. For delivery outside the UK, please contact us to discuss.
• Timed delivery options may be available by arrangement.

13. Governing Law

• These Terms and any disputes arising from them are governed by the laws of England and Wales and subject to the exclusive jurisdiction of the courts of England and Wales.