Terms and Conditions — Wholesale accounts

1. Who we are and what these terms cover

W18K Inc. ("W18k", "we", "us") is a wholesale supplier of 18K gold jewelry to retail jewelers. Our office is at 257 Simarano Drive, Suite 107 F, Marlborough, MA 01752, United States · (508) 808-4995 · gold@w18k.com. 18k Miami is the showroom of W18K Inc. at the Seybold Building, Suite 223, 36 NE 1st Street, Miami, FL 33132 · (786) 972-1395 · gold@18kmiami.com.

These terms apply to the wholesale accounts opened on www.w18k.com and www.18kmiami.com, to the W18k platform (the wholesale portal, the W18k 18k Miami app and the online store we host for your business), to every order, service and payment made through them, and to the communications exchanged with our team.

If you accept these terms on behalf of a company, you confirm that you are authorized to bind that company. Where these terms refer to "your account", they include every person who signs in through it.

2. Trade-only accounts and business verification

Wholesale accounts are for businesses that resell jewelry. Every application is reviewed; we may approve it, decline it or ask for more information, and we are not obliged to open an account.

By submitting an application you authorize us to verify the business information you provide against public Secretary of State records and IRS TIN matching, and to keep the result of that verification with your application.

The information on your account must be accurate and kept current: legal business name and entity type, EIN, address, telephone, WhatsApp, e-mail and the people who may act for the business. One account per business. An account opened with false information may be closed without notice.

Verified accounts may buy as soon as they are approved; purchases carry sales tax until a valid resale certificate is on file (section 7).

3. Your team and sign-in

The account owner may add team members with their own sign-in and function. Each person signs in with a password, with a one-time code sent to the phone or e-mail on file, or with a passkey of their own device. "Trust this device" keeps a device signed in for 30 days counted from its last use.

You are responsible for everything done through the sign-ins of your account. Keep passwords and devices private, remove people who leave the business, and tell us at once if you believe an access has been compromised. We may suspend an access to protect the account.

4. Prices and confidentiality

Wholesale prices are shown only to signed-in accounts and are confidential: they may not be published, shared or forwarded outside your business.

Prices are in US dollars and follow the price of gold; they may change without notice. The price charged is the one confirmed on your order or invoice at the time we confirm it. Prices do not include sales tax, shipping or insurance. Obvious pricing errors may be corrected before shipment.

The suggested retail price (MSRP) we show is a suggestion only. You set your own retail prices.

5. Orders, reservations and availability

An order is an offer to buy. It is accepted when we confirm it or issue the invoice. Each piece is unique and identified by its tag; an order reserves the pieces listed in it for 7 days. If the order is not completed within that time, the pieces return to stock and the order has to be confirmed again. A quote does not reserve pieces.

Made-to-order and custom pieces are made to your specification. Once production has started they cannot be cancelled, and they are a final sale.

We may limit quantities, decline an order or cancel it if a piece is no longer available; in that case nothing is charged for it.

6. Payment and credit

Payment terms are the ones assigned to your account: payment before shipment, or credit terms we approve in writing, with the credit limit we set. Credit limits and terms may be changed or withdrawn at any time.

Depending on your account, we accept cash (in person), check, ACH / e-check, Zelle, debit and credit card, and your account balance. Card payments go through our payment processor and bank payments through our bank-connection provider; we never see or store full card numbers. A card processing fee may apply and is shown before you pay.

Before an order ships, you approve its items, quantities and total through the link we send you or at the counter. Invoices are due on the date shown. If an invoice is past due we may hold shipments and services and suspend the account until the balance is settled, and recover the amount with the costs the law allows. A returned check or rejected ACH may be charged the fee our bank applies.

Statements are available in your portal. Please tell us about any difference within 30 days of the statement date.

7. Sales tax and resale certificates

We collect sales tax where the law requires it, unless you give us a valid resale certificate or exemption form of your state (for example the ST-4 in Massachusetts or the DR-13 in Florida). You may buy before the form is on file; those purchases carry tax.

You are responsible for the validity, renewal and correct use of your certificate: it covers pieces bought for resale only. We keep the certificate for as long as tax law requires.

8. Shipping and delivery

Orders ship by FedEx from the office that fills them, on our shipping account, to the address on your account. Shipping and insurance costs are added to the invoice unless agreed otherwise. Before sealing a box we photograph its contents, and that photo is our record of what was shipped.

Risk of loss passes to you when the carrier delivers to your address. Please inspect every delivery on receipt. Pieces collected in person are checked together at the counter at the time of pickup.

For deliveries outside the United States, import duties, taxes and customs charges are your responsibility.

9. Returns, defects and exchanges

All wholesale sales are final. The only exception is a manufacturing defect: tell us within 24 hours of the FedEx delivery, describing the defect, and we will authorize the return. The piece must come back unworn and unaltered. We repair it, replace it or credit the amount to your account balance; we do not refund in cash.

Pieces collected in person are checked at pickup and are not returnable afterwards. Made-to-order and custom pieces, repairs and services, certificates and supplies are a final sale. Pieces that show signs of wear, resizing, engraving or alteration are not accepted.

10. Repairs, bench work and manufacture

We accept pieces for repair, sizing, polishing, stone setting and other bench work, and we manufacture to order. Each job is recorded with your description, the quantity and the pieces inside the envelope, and is identified by its label. Charges follow our service list and our stone-price list and are shown before the work starts; the completion date is an estimate.

When a job is ready we notify you by WhatsApp and you tell us whether to ship it now or hold it for your next shipment. Services are a final sale. Please collect finished work or have it shipped within a reasonable time.

11. Online access, your online store and your catalog

Your account includes online access to the W18k platform: the wholesale portal (orders, invoices, statements, services, tracking) and, if you choose, an online store at your own address, hosted by us, showing our pieces with your prices. You may also ask for a catalog of our pieces with your logo. We may update, limit or suspend the platform for maintenance or security, and you may close the access at any time by telling your rep.

The pieces, photos and descriptions on the platform belong to W18k; the prices in your store are yours. You are responsible for your store: your customers, your prices, your sales and return terms, the payment and shipping methods you set, your taxes and the laws that apply to your sales. W18k is not a party to the sales you make to your customers and does not handle their payments unless you connect your own payment processor.

12. Intellectual property

Our product photos, descriptions, designs, catalogs, names and logos (W18k, 18k Miami, Atelier01) belong to W18K Inc. While your account is open you may use our photos and descriptions to offer our pieces to your customers, in your store, on social media and in print, without altering the piece shown and without presenting them as your own creations. When the account closes, that permission ends. Our designs may not be reproduced or manufactured elsewhere.

13. Communications and marketing

By accepting these terms you agree to receive news and new pieces from W18k and 18k Miami by e-mail and WhatsApp. Every marketing e-mail has an unsubscribe link, and WhatsApp messages stop when you ask. Transactional messages — order updates, invoices, statements, payment terms, service status and security codes — are sent regardless.

Text messages (SMS) are used only to send the one-time sign-in code you request; message and data rates may apply; reply STOP to stop and HELP for help. We do not send marketing by SMS.

Conversations with our business WhatsApp numbers, our e-mail and our web forms are stored in our system so that our team can serve you; calls to our numbers are logged.

14. Privacy and your data

What we collect. Name, company, phone, WhatsApp number, e-mail and address when you apply for an account, book a visit, send a message, place an order or ask for a quote; your resale certificate or tax ID, which the law requires us to keep; what you bought, invoices, statements and payment status; the messages exchanged with our team; the pages you visit and basic device information; and the IP address of each connection to our sites, including when you scan a QR code from our printed mail.

Card and bank details are entered directly with our payment processors (Authorize.Net, Plaid, Stripe); we never store full card numbers.

Cookies. Our sites set first-party cookies for our own analytics: an anonymous visitor id, the page you first opened and how you got there. They hold no name, e-mail, phone or IP address and expire after 90 days; the session cookie expires after 30 minutes of inactivity. Signing in sets a session cookie. When you arrive from one of our ads the browser keeps the ad click id for 90 days. Our sites also load the Google tag (Google Ads and Google Analytics) and the Mailchimp site code, which set their own cookies; these are the only third-party cookies we use. You can block or delete cookies in your browser; signing in needs the session cookie.

How we use it. To answer you, book your visit, open and verify your account, fulfil orders, issue invoices and statements, service your pieces, send order updates and — with your consent — news about arrivals; to keep our records, meet tax and anti-fraud obligations and protect our business and our sites.

Who we share it with. Only the service providers that help us run the business — payment processors, bank-connection and verification providers, shipping carriers, e-mail and messaging providers, hosting — each bound to use the data for our service only, and the authorities when the law requires it. We do not sell personal information. Our own business pages on Google, LinkedIn, Instagram and Facebook are connected to our system so that our team can publish and read the information of our own pages; we do not build profiles of individuals from them.

How long we keep it. Account, order, invoice and tax records for as long as you are a customer and for the period tax law requires afterwards; messages and requests while they are useful to serve you; the visit log for 90 days (24 months for signed-in accounts); analytics in aggregate.

Your rights. Access, correction and deletion: write to gold@w18k.com from the e-mail on file; we answer within 30 days and delete what we are not required by law to keep. To delete the account shared by the website and the W18k 18k Miami app, write to gold@w18k.com with the subject "Delete my account"; we confirm by reply and close the account within 30 days. Invoices, payments, returns and sales tax certificates are kept for as long as tax and accounting law requires and are not used for marketing.

Security. Data is transmitted over HTTPS and stored on servers with restricted access, with sign-in protected by passwords, one-time codes and passkeys. Payment data never touches our servers.

Children. Our sites and services are for adults and businesses; we do not knowingly collect information from anyone under 16.

The full privacy policy is published on each of our sites and is part of these terms.

15. Acceptable use

You may not use the platform for unlawful purposes, give false information, interfere with its security, copy or extract its catalog, photos or prices by automated means, resell or share your access, or use the platform to offer pieces that are not ours as if they were.

16. Suspension and closing the account

You may close your account at any time by telling your rep. We may suspend or close an account for past-due balances, breach of these terms, suspected fraud or to protect our business. Closing the account does not cancel amounts owed, the confidentiality of prices or the rules on intellectual property, which continue to apply.

17. Warranties, liability and indemnity

Our pieces are 18K gold as described on their tag and invoice. Except for the defect rule in section 9 and the warranties the law does not allow us to exclude, the platform and our services are provided as they are, and we do not promise that they will be available without interruption.

To the extent permitted by law, W18K Inc. is not liable for indirect, incidental or consequential losses, including lost profits, and our total liability for a piece, a service or an order is limited to the amount you paid for it. You agree to indemnify us against claims arising from the sales you make to your own customers and from the use of your online store.

18. Governing law and disputes

These terms are governed by the laws of the Commonwealth of Massachusetts, United States, where W18K Inc. is based, without regard to its conflict-of-law rules. Before any legal action, please talk to us: most questions are settled by a message to your rep. Any dispute that cannot be settled is brought before the state or federal courts located in Massachusetts, and you accept their jurisdiction.

19. Changes, language and contact

We may update these terms. The new version is published on this page with a new effective date, and material changes are announced in the portal or by e-mail; continuing to use your account after that date means you accept them. These terms are written in English and provided in other languages for convenience; if the versions differ, the English version prevails.

Questions about these terms: gold@w18k.com · (508) 808-4995 · 257 Simarano Drive, Suite 107 F, Marlborough, MA 01752.