1. Definitions
"We/Us/Our" means Royal Root, a registered manufacturer in Sri Lanka.
"You/Your" means the business customer placing an order.
"Goods" means coco peat products manufactured by us.
2. Quotations & Pricing
All prices quoted are FOB Colombo, Sri Lanka (Incoterms 2020).
Prices are valid for 30 days from quotation date.
Minimum Order Quantity: 1 x 20ft shipping container (mixed products acceptable).
Prices exclude: international shipping, insurance, UK import duty, UK VAT, UK port charges, UK delivery.
We reserve the right to adjust prices due to material cost changes, currency fluctuations, or unforeseen economic factors.
3. Payment Terms
50% non-refundable deposit required upon order confirmation.
50% balance payment required before shipment is released.
Payments must be made by bank transfer in GBP or USD.
Letter of Credit payments accepted for established partners (additional charges apply).
Shipment will not be arranged until full payment is received and cleared.
Goods remain our property until full payment is received.
4. Ordering Process & Lead Times
Orders must be confirmed in writing (email accepted).
Standard lead time is 30-45 days from order confirmation and deposit receipt.
We will provide container loading photos/videos before shipment.
Shipping documents (Bill of Lading, Commercial Invoice, Packing List, Certificates) will be sent electronically.
You are responsible for providing accurate delivery and customs information.
5. Shipping & Delivery
FOB Colombo means we deliver goods to the port and load them onto the vessel.
You are responsible for:
Arranging and paying for sea freight
Maintaining shipping insurance
All UK costs (import duty, 20% VAT, port charges, customs clearance)
Final delivery to your UK site
Delivery dates are estimates only. We are not liable for shipping delays caused by carriers, weather, port congestion, or customs.
6. Quality & Certification
Our factory is GMP certified by Sri Lankan authorities.
We are a registered manufacturer with Sri Lanka's Coconut Development Authority.
RHP certification is available on specified products.
Certificates of Analysis are provided with shipments.
Natural variations in colour, texture, compression, and moisture content are normal and do not constitute defects.
Quality complaints must be reported in writing within 7 days of goods arriving at UK port, with supporting photographs.
7. Samples
Free samples are available for serious wholesale enquiries.
You pay shipping costs for samples.
Samples are for evaluation only and minor variations may occur in production batches.
8. Returns & Refunds
No returns are accepted for custom manufactured goods.
No refunds are given once production begins (48 hours after order confirmation).
For verified defective goods (maximum 5% of order value), we may replace at our discretion.
Replacement goods will be shipped at our cost; original goods need not be returned.
We are not liable for products damaged during shipping or improper storage.
9. Liability Limitations
Our maximum liability is limited to the value of the order.
We are not liable for:
Consequential or indirect losses.
Loss of profits, business, or crops.
Shipping delays or increased shipping costs.
Import problems in your country.
Product misuse or improper application.
Results obtained from using our products.
You must inspect goods at Colombo port if possible. Once container leaves Colombo, you accept goods as shipped.
10. Force Majeure
We are not liable for delays or failures caused by:
Natural disasters, extreme weather
Government actions, war, terrorism
Port strikes, labour disputes
Pandemic restrictions
Material shortages
Any circumstances beyond our reasonable control
11. Governing Law & Disputes
These terms are governed by Sri Lankan law.
Any disputes will be resolved in the courts of Colombo, Sri Lanka.
The English language version of these terms controls.
12. Privacy & Data
We collect: company name, contact details, order history.
Data is used for: processing orders, sending quotations, and marketing communications (opt-out available).
Data is not sold to third parties but may be shared with shipping/logistics partners as necessary.
We implement basic security measures but cannot guarantee absolute data security.
13. Website Use
Website content is for informational purposes only and does not form a contract.
We may change products, specifications, or prices without notice.
Product photos are representative; actual products may vary.
Always contact us for current, accurate information.
14. Acceptance
By placing an order, you accept these Terms & Conditions.
Email confirmation of orders constitutes binding agreement.
These terms override any conflicting terms in your purchase documents.
Contact for Questions:
Email: sales@royalrootceylon.com
These Terms & Conditions are designed for B2B wholesale transactions. Retail consumers should contact us directly.
Royal Root - Privacy Policy
Last Updated: November 2025
1. Who We Are
Royal Root ("we," "us," "our") is a coconut product manufacturer based in Sri Lanka. Our website address is: royalrootceylon.com.
2. Information We Collect
Business Information:
Company name and address.
Contact person name, email, phone number.
Business registration details. (if provided)
Order history and preferences.
Communication records.
Website Usage Data:
IP address, browser type, device information.
Pages visited, time spent on site.
How you found our website.
No Sensitive Personal Data:
We do not collect special category data (race, religion, political opinions, health data, etc.).
3. How We Collect Information
Directly from you: Contact forms, quote requests, emails, phone calls, orders.
Automatically: Website cookies and analytics.
From third parties: Business directories, trade shows. (where you've consented)
4. How We Use Your Information
To process quotations and orders.
To ship products and provide documentation.
To communicate about orders and shipments.
To send relevant business updates. (opt-out available)
To improve our website and services.
To comply with legal obligations.
5. Legal Basis for Processing (GDPR)
Contract: Processing necessary to fulfil your order
Legitimate interest: Business communications, website improvement
Consent: For marketing emails (you can unsubscribe anytime)
6. Data Sharing
We only share your data with:
Shipping & logistics partners. (to deliver your order)
Payment processors. (to process payments)
Government authorities. (if legally required)
Professional advisors. (accountants, lawyers)
We do NOT sell your data to third parties.
7. International Data Transfers
Our business is based in Sri Lanka.
UK/EU customer data may be transferred to Sri Lanka for processing.
We use standard contractual clauses for EU-UK data transfers.
Basic security measures are implemented.
8. Data Retention
Active customers: Data kept while doing business, plus 7 years for tax records
Inactive prospects: 2 years from last contact
Website analytics: 26 months
Financial records: 7 years as required by law
9. Your Rights (UK/EU Customers)
You have the right to:
Access your personal data
Correct inaccurate data
Request deletion of your data
Object to processing
Data portability
Withdraw consent
Complain to supervisory authority (UK: ICO)
To exercise rights: Email: sales@royalrootceylon.com
10. Data Security
Basic security measures implemented
Secure website (HTTPS)
Limited employee access to data
Regular password updates
Note: No system is 100% secure; we implement reasonable protections.
11. Cookies
Our website uses:
Essential cookies: For website functionality
Analytics cookies: To understand website usage (Google Analytics)
Marketing cookies: For relevant business communications
You can control cookies through your browser settings.
12. Third-Party Links
Our website may link to other sites (shipping companies, certification bodies). We are not responsible for their privacy practices.
13. Children's Privacy
We do not knowingly collect data from individuals under 18. Our services are B2B only.
14. Marketing Communications
We may send business updates to existing customers
Marketing emails include unsubscribe link
You can opt-out anytime: sales@royalrootceylon.com
15. Changes to This Policy
We may update this policy. Check this page for latest version.
16. Contact Us
For privacy questions or data requests:
Royal Root Manufacturing
Email: sales@royalrootceylon.com
Website: royalrootceylon.com
Summary for Business Customers:
We collect basic business contact information
We use it to process your orders
We share only with necessary partners
We keep data secure with basic measures
You have rights over your data
Contact us with any concerns
This policy applies to B2B transactions. Different terms may apply to retail consumers.
Royal Root - Return & Refund Policy
Last Updated: November 2025
1. General Policy
This is a Business-to-Business (B2B) wholesale policy only. We do not sell directly to retail consumers. All transactions are between businesses.
2. Returns for Wholesale Buyers
No returns accepted for custom manufactured goods.
No returns accepted for standard products once container has left Sri Lanka.
We manufacture to order - goods are not held in stock for potential returns.
Exception: Verified quality defects (see Section 4 below).
3. Refunds
No refunds once production begins (48 hours after order confirmation).
No refunds for shipping costs, import duties, or VAT under any circumstances.
No refunds for products damaged during shipping or UK handling.
Deposits are non-refundable once order is confirmed.
4. Quality Defect Process
Step 1 – Notification:
Report defects in writing to sales@royalrootceylon.com within 7 days of container arriving at UK port.
Include: Order number, product details, clear photographs, description of issue.
Step 2 – Investigation:
We will review within 5 business days.
May request additional photos or samples.
May involve third-party inspection at your cost if disputed.
Step 3 – Resolution (If Defect Confirmed):
Maximum claim: 5% of order value.
Options (at our discretion):
Replacement goods in next shipment
Credit note for future orders
Partial refund (defective portion only)
We do not cover: UK return shipping, re-import costs, handling fees.
5. What Constitutes a Defect
Qualifying Defects:
Incorrect product shipped (different from ordered specification).
RHP certification missing when paid for.
Significant contamination (verified by lab test).
Packaging damage causing product spoilage.
Non-Qualifying Issues:
Natural variations in colour, texture, fibre length.
Minor compression differences.
Moisture content variations. (within 15-25% range)
Cosmetic packaging issues.
Products damaged after leaving our factory.
Customer changing requirements.
Market conditions changing.
6. Container Inspection Rights
You or your agent may inspect goods at Colombo port before shipping.
Inspection must be arranged 48 hours in advance.
Once container is sealed and leaves Colombo, you accept goods as shipped.
Post-shipping quality claims are subject to the 5% maximum limit.
7. Shipping Damage Claims
You must maintain shipping insurance.
Any damage during transit must be claimed through your insurance.
We provide loading photos/videos as evidence of proper handling.
We are not liable for shipping company errors or delays.
8. UK Import Issues
You are responsible for UK customs compliance.
No refunds if UK customs reject, delay, or destroy shipment.
We provide standard certificates only; you must verify they meet UK requirements.
9. Sample Returns
Samples are provided for evaluation only.
No returns or refunds for samples.
Sample shipping costs are non-refundable.
10. Order Cancellations
Orders may be cancelled within 24 hours of confirmation.
After 24 hours: 50% cancellation fee.
After production begins: No cancellation, full payment required.
11. Force Majeure
No returns or refunds for delays/cancellations due to:
Natural disasters
Port strikes
Government restrictions
Material shortages
Pandemic events
12. Process for Valid Claims
1. Email claim within 7 days of UK arrival.
2. We respond within 5 business days.
3. Provide requested evidence within 3 days.
4. We decide resolution within 5 days.
5. Implementation within next production cycle.
13. Contact for Returns/Refunds
Email only:sales@royalrootceylon.com
Subject: Return Claim - [Your Order Number]
Include: Photos, description, proposed resolution
No phone claims accepted - all communications must be in writing.
14. Policy Changes
We may update this policy. Current version always applies to your order.
Summary for Quick Reference:
No returns on manufactured goods.
7-day defect reporting window.
Maximum 5% claim value.
No shipping/duty/VAT refunds.
Colombo inspection recommended.
Keep shipping insurance.
By placing an order, you accept this Return & Refund Policy.
This is a B2B wholesale policy. Different terms may apply to retail consumers.
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Pure Ceylon Coir. Royal Results.