Positive ID Labelling Terms and Conditions of Sale
Last Updated: 1st December 2025
Quick Reference Summary
| Topic | Key Information |
|---|---|
| Who these terms apply to | Business and consumer customers ordering printed labels, self-adhesive products, and hardware |
| Standard maximum delivery time | 28 working days from artwork approval |
| Returns period | 30 days for faulty hardware; 14 days to report quality issues on printed goods |
| Quantity tolerance | ±10% on print runs (unless exact quantity requested at quotation) |
| Payment terms | As specified on invoice (typically 30 days for approved business accounts) |
| Warranty | 12 months for new hardware; 3 months for refurbished hardware |
| Complaints | Notify us within 14 working days of delivery |
Table of Contents
- Important Information
- Definitions
- How Contracts Are Formed
- What We Will Supply
- Delivery
- Damaged or Lost Items
- Ownership and Title
- Warranties and Quality Standards
- Payment Terms
- Intellectual Property and Artwork
- Cancellations
- Limitation of Liability
- General Terms
- Contact Details
1. Important Information
1.1 About These Terms
These Terms and Conditions govern all sales by Positive ID Labelling Limited. By placing an order with us, you agree to be bound by these terms.
1.2 Business vs Consumer Customers
Most of our customers are businesses. If you are ordering for business purposes, all sections of these terms apply to you.
If you are a consumer (buying for personal use, not for your business), you have additional legal rights under the Consumer Rights Act 2015 that cannot be excluded. Where a provision applies differently to consumers, this is clearly marked with [CONSUMER CUSTOMERS] or [BUSINESS CUSTOMERS].
1.3 Which Terms Apply?
Unless we have agreed otherwise in writing before you place your order, these Terms and Conditions will apply to all transactions between us. If you have your own standard terms and conditions, they will not apply unless we have specifically agreed to them in a signed written agreement.
1.4 Changes to Terms
We may update these terms from time to time. Changes will not apply retrospectively to orders already placed. The version in force when you place your order is the version that applies to that order.
2. Definitions
In these Terms and Conditions:
- “We”, “Us”, “Our”, “Company” means Positive ID Labelling Limited (Company No. 2178668), registered office at 5 Loake Court, Melbourne, Derby, DE73 8HB. VAT No. 507776913.
- “You”, “Your”, “Customer” means the person or business placing an order with us.
- “Order” means your request to purchase goods from us, whether placed online, by email, phone, fax, or in person.
- “Goods” means the products you have ordered from us (labels, self-adhesive products, hardware, or other items).
- “Price” means the amount quoted in our quotation or website, plus delivery costs and VAT (where applicable).
- “Artwork” means the digital design files we create or prepare for your printed products.
- “Design Confirmation” means the proof or sample we provide for your approval before production begins.
- “Production” means the manufacturing process. Once your job is in production (after artwork approval and scheduling to print), it cannot normally be changed.
- “Commercial Match” means a colour match within industry-standard tolerance (typically within 2% of the target colour). It does not mean an exact match.
- “Force Majeure” means circumstances beyond our reasonable control, including fire, flood, natural disasters, pandemics, cyber-attacks, supply chain disruptions, or industrial disputes.
- “Working Days” means Monday to Friday, excluding UK public holidays.
3. How Contracts Are Formed
3.1 Placing an Order
You can place an order with us by:
- Submitting an order through our website
- Emailing us at sales@pid-labelling.co.uk or any other “@pid-labelling.co.uk”
- Calling us on 01332 864895
- Placing an order in person at our premises
- Sending an order by fax
3.2 When the Contract Starts
A binding contract is formed when:
- You submit your order to us, AND
- We accept it (either by confirming your order or by starting work on it)
We will notify you if we cannot fulfill your order for any reason (for example, if goods are unavailable or we cannot manufacture to your specification).
3.3 Artwork Approval
Production cannot begin until you have approved the artwork via Design Confirmation. A separate contract for artwork preparation is formed when you request us to create or modify artwork for you. See Section 10 for artwork terms and charges.
3.4 Changing Your Order
If you need to change your order, contact us immediately at sales@pid-labelling.co.uk or call 01332 864895.
Important: Once your order is in production (after artwork approval and scheduling to print), changes cannot be made and you will be liable to pay for the goods in full.
4. What We Will Supply
4.1 Our Obligation to Supply
We will supply you with goods that:
- Match the description in your order
- Are in stock at the time we receive your order, or can be manufactured by us
4.2 Product Suitability
[BUSINESS CUSTOMERS]
You are responsible for ensuring that the products you order are suitable for your intended use and working environment. Even where we provide guidance or recommendations on product selection, you must satisfy yourself that the products meet your specific requirements.
We do not provide warranties regarding the suitability of goods for your particular application if you have specified the products yourself.
[CONSUMER CUSTOMERS]
This does not affect your statutory rights. If you rely on our skill and judgment in selecting products, they must be reasonably fit for the purpose you describe to us.
4.3 Returns and Credits
4.3.1 Goods Not Matching Your Order
If the goods we deliver do not match the description in your order (for example, wrong size, wrong material, or wrong specification), we will:
- Accept the return of the goods at our expense
- Issue a credit note or replacement
4.3.2 Hardware Returns
Faulty Hardware:
- We accept returns of faulty hardware within 30 days of delivery
- Hardware must be in original packaging suitable for resale
- We will pay return carriage for genuinely faulty goods
- If we find returned hardware is not faulty, you will be charged for carriage and return carriage. We will not return the goods until these charges are paid.
Non-Faulty Hardware Returns:
- We do not normally accept returns of non-faulty hardware
- If we agree to accept a return, you must pay return carriage
- Goods must be in original packaging and suitable for resale
- A restocking fee of 15% or £25 (whichever is greater) will be deducted from any refund
- Refunds will be credited to the original payment method (bank account, card, etc.). We do not give cash refunds.
4.4 Printed Products and Quantity Tolerance
Important: In line with standard printing industry practice, we may deliver up to 10% more or 10% fewer items than you ordered. You will be charged for the actual quantity delivered.
If you need an exact quantity, you must specify this when requesting a quotation, and pricing will be adjusted accordingly.
4.5 Use of Subcontractors and Third Parties
We reserve the right to use subcontractors, third-party suppliers, or outsource all or part of the work required to fulfill your order. This may include:
- Using external printing facilities
- Outsourcing artwork or design work
- Using third-party finishing or packaging services
- Obtaining materials from other suppliers
Our responsibility: We remain fully responsible for the quality and delivery of all goods supplied to you, regardless of whether we manufacture them ourselves or through third parties.
Quality standards: All goods supplied through subcontractors will meet the same quality standards and specifications as if we had manufactured them ourselves.
Data protection: Where third parties handle your data (including artwork, customer information, or order details), we ensure they maintain appropriate confidentiality and data protection standards.
[CONSUMER CUSTOMERS]
This does not affect your statutory rights. We remain liable to you for any defects or issues with goods, even if manufactured or supplied by a third party.
5. Delivery
5.1 Delivery Timeframe
Unless otherwise agreed in writing by both our Managing Director and Production Manager:
- Standard delivery: Within 28 working days from the date you approve the artwork
- We will dispatch goods during normal business hours (Monday to Friday, 9am-5pm)
- Delivery is to UK addresses only (unless otherwise agreed)
Estimated delivery dates are not guaranteed. If you require delivery by a specific date, please discuss this with us when placing your order.
5.2 Delivery Method and Charges
- We will deliver by standard post or courier unless otherwise agreed
- Our standard handling charge applies (shown on your invoice, plus VAT)
- If you request a specific delivery method, we will advise you of any additional charges
- We reserve the right to deliver goods in multiple packages on different days
5.3 Expedited Delivery
Delivery sooner than 28 working days can only be authorized in writing by both our Managing Director and Production Manager. Please ask if you need urgent delivery.
5.4 Delays
If we cannot deliver within the expected timeframe (due to Force Majeure or other circumstances), we will:
- Notify you as soon as possible
- Provide a revised delivery date
- If appropriate, make a partial delivery where some items are available
5.5 Duplicate Deliveries
If we accidentally deliver duplicate goods:
- Where we are at fault, we will arrange collection and issue a credit note at no cost to you
- Where the duplication resulted from a valid order you placed, you remain liable to pay for both deliveries. If we agree to accept the return, an administration charge of 15% of the order value or £25 (whichever is greater) will apply.
6. Damaged or Lost Items
6.1 Damaged Goods
If goods arrive damaged:
- Contact us as soon as possible (and within 14 working days of delivery)
- We will replace the goods at no extra cost to you
- Keep the damaged goods and packaging until we have inspected or collected them
6.2 Lost in Transit
If goods fail to arrive:
- Contact us within 28 days after the expected delivery date
- We will investigate with the courier
- If we agree the goods are lost in transit, we will replace them at no extra cost to you
7. Ownership and Title
7.1 When Risk Passes to You
Risk in the goods (meaning responsibility for loss or damage) passes to you when the goods are delivered to you.
7.2 When Ownership Passes to You
Ownership of the goods does not pass to you until:
- We have received full payment (in cleared funds) for all goods supplied to you under this and any other contracts between us
This means that if you have multiple outstanding invoices with us, ownership of goods does not pass until all invoices are paid in full.
7.3 Your Responsibilities Until You Own the Goods
Until ownership passes to you:
- You must take reasonable care of the goods
- You must store them separately from other goods and clearly mark them as our property
- You hold them as our bailee
- You may only resell them as our agent if we instruct you to do so
[BUSINESS CUSTOMERS ONLY]
If your business becomes insolvent before full payment, we may reclaim the goods at your expense. You agree to:
- Keep the goods secure and store them separately
- Provide us with an inventory of the goods
- Allow us access to your premises (at a mutually convenient time) to inspect and collect the goods
7.4 Accepting the Goods
By accepting delivery of the goods, you acknowledge and agree to these retention of title terms.
8. Warranties and Quality Standards
8.1 General Warranty
We warrant that the goods:
- Are of satisfactory quality
- Match the specification you approved in your order and Design Confirmation
[CONSUMER CUSTOMERS]
Your statutory rights under the Consumer Rights Act 2015 are not affected by these terms.
[BUSINESS CUSTOMERS]
Apart from the warranties expressly stated in this section, we give no other warranties. To the extent permitted by law, implied warranties are excluded.
8.2 Limitations on Warranty
We do not warrant that:
- Information printed on the goods is accurate or complete (you are responsible for checking accuracy of text, images, data, and information you provide)
- Goods will perform adequately if you have specified an unsuitable product for your working environment
[BUSINESS CUSTOMERS]
You waive any right to claim against us for shortcomings in a product you specified or that we selected based on limited information you provided under Section 4.2.
8.3 Print Quality Standards
8.3.1 Colour Matching
Flexographic Printing:
- We guarantee a Commercial Match to Pantone (PMS) colours or sample swatches specified in your Design Confirmation
- Where no colour is specified, we will use our best judgment to match colours
- We do not accept colour references other than PMS or sample swatches unless expressly agreed in writing
Digital Printing:
- Digital printing does not include colour matching as standard
- Colour matching to PMS or sample swatch can be provided for an additional fee of £100 per colour
- Without colour matching, colours will vary based on the press settings at time of printing
- Colours will vary between repeat orders unless colour matching service is purchased
8.3.2 Print Saturation and Quality
- We guarantee adequate ink saturation to produce the images shown in your Design Confirmation
- Up to 1% of products may fall below this threshold without recourse
- If more than 1% of products are inadequate, we will issue a proportional credit for returned goods
8.3.3 Print Resolution
Print resolution varies depending on the printing press used:
Digital Print:
- Xeikon Dry Toner: 1200dpi (high quality)
- Jetrion Digital UV Inkjet: 360dpi (suitable for most applications)
Flexographic Print:
- MPS & Daco: 600dpi (high quality, suitable for fine detail)
- Mark Andy: 200dpi (suitable for text only)
We will advise you on the most appropriate press for your requirements. If you need specific resolution, please discuss this when ordering.
8.4 Barcodes
- We guarantee barcodes meet the readability standard specified in your Design Confirmation
- You are responsible for specifying the correct barcode standard required for your application
- If you approve artwork with design elements that affect barcode readability, you accept responsibility for any scanning issues
- You are advised to adhere to our artwork guidelines
8.5 Materials
- We guarantee materials meet the specification agreed in your order
- Faulty materials may be credited proportionately upon return
8.6 Hardware Warranty
New Hardware:
- 12 months warranty for satisfactory quality and fitness for purpose
- Fair wear and tear applies
- Misuse or damage voids the warranty
Refurbished (Second User) Hardware:
- 3 months warranty for satisfactory quality and fitness for purpose
- Fair wear and tear applies
Consumables:
- Hardware consumables (ribbons, ink rollers, etc.) are not warranted unless specified
- TSC Direct thermal print heads are warranted for 12 months or 26km of use, whichever comes first
8.7 Making a Complaint About Quality
If you believe the goods are not of satisfactory quality or do not meet the agreed specification:
- Notify us in writing within 14 working days of delivery stating the reason for your complaint
- If we authorize a return, return the goods to us at your expense
- Goods must be returned in their original condition
- We will, at our discretion:
- Replace the goods, or
- Issue a credit note, or
- Refund the price
Late complaints: If you notify us after 14 working days, we may still investigate your complaint, but late notification may affect our ability to resolve the issue.
9. Payment Terms
9.1 When Payment Is Due
You must pay our invoice according to the payment terms shown on the invoice. Unless our Managing Director or Credit Controller has agreed otherwise in writing, payment is due as stated on your invoice (typically 30 days from invoice date for approved accounts, or immediate payment for new customers).
9.2 Late Payment Charges
All invoices are issued under the Late Payment of Commercial Debts (Interest) Act 1998.
If you do not pay by the due date, we may charge:
Administrative Surcharges:
- £40 for debts under £1,000
- £70 for debts of £1,000 to £9,999.99
- £100 for debts of £10,000 or more
Interest:
- 2% per month above the Bank of England base rate
- Charged from the due date until payment is received
9.3 Payment Method
- All payments must be in British Pounds Sterling (£)
- Cheques should be made payable to “PID Labelling”
- You are responsible for any bank or transmission charges
- Card payments, cheques and bank transfers are accepted
9.4 County Court Action
If your account becomes chronically overdue, we may refer the matter to the County Court for settlement. If a claim is made against you:
- Interest will be charged from the original invoice due date
- Court fees will be added to your debt
- You will be liable for all our reasonable costs of recovery
- County Court judgments may adversely affect your credit rating
For more information about late payment recovery, see www.payontime.co.uk
10. Intellectual Property and Artwork
10.1 Protecting Our Intellectual Property
You must not do anything that would harm our copyright, trade marks, or other intellectual property rights in our products or designs.
10.2 Artwork Ownership
Important: All artwork and digital files we create for you remain our property and are subject to copyright protection. We do not automatically transfer copyright ownership to you.
10.3 Using Artwork We Create
You have a licence to use artwork we create for the purpose of ordering products from us. You may not:
- Transfer the artwork to another supplier without our written consent
- Modify the artwork without our permission
- Use the artwork for purposes beyond ordering from us
If you wish to own the copyright in artwork we create, please discuss this with us. Copyright transfer can be arranged for an appropriate fee.
10.4 Artwork Charges
Unless otherwise agreed in writing, artwork is chargeable if:
- You do not proceed with your order after we have created artwork, or
- Artwork requires more than 1 hour of work
Standard rate: £60 per hour or part thereof
Artwork charges will be shown on your invoice or artwork proof.
11. Cancellations
11.1 You Can Cancel Your Order
Before production starts:
- You can cancel at any time before goods are placed in production
- No cancellation charges apply (unless artwork has been prepared, in which case artwork charges apply)
After we fail to deliver:
- If we fail to deliver within the timeframes in Section 5, you may cancel the order
[CONSUMER CUSTOMERS]
You also have cancellation rights under the Consumer Contracts Regulations 2013. Contact us for details.
11.2 We Can Cancel Your Order
We reserve the right to cancel your order:
- Before production starts
- If we find we cannot manufacture to your specification
- If production costs become uneconomic
- If we cannot deliver within reasonable timeframes
If we cancel, we will refund any payment you have made.
12. Limitation of Liability
12.1 What Is Not Limited
Nothing in these terms limits our liability for:
- Death or personal injury caused by our negligence
- Fraud or fraudulent misrepresentation
- Defective products under the Consumer Protection Act 1987
- Any other liability that cannot be excluded by law
[CONSUMER CUSTOMERS]
Your statutory rights are not affected by any of the limitations in this section.
12.2 Maximum Liability Cap
[BUSINESS CUSTOMERS ONLY]
Our maximum liability under or in connection with any contract (except for the matters in Section 12.1 above) is limited to whichever is higher:
- The total amount paid by you under the specific contract, or
- The amount we recover from our insurers for the specific claim
12.3 Types of Loss We Do Not Cover
[BUSINESS CUSTOMERS ONLY]
We are not liable for:
- Loss of profits
- Loss of business opportunities
- Loss of anticipated savings
- Loss of data
- Damage to reputation
- Any indirect or consequential losses
This applies even if caused by our negligence or that of our employees or agents.
12.4 Your Statutory Rights
[CONSUMER CUSTOMERS]
These Terms and Conditions do not affect any statutory rights you have under the Consumer Rights Act 2015 or any other consumer protection law.
13. General Terms
13.1 Force Majeure
We are not liable for delays or failure to perform our obligations if caused by circumstances beyond our reasonable control (Force Majeure events), including fire, flood, natural disasters, pandemics, cyber-attacks, supply chain disruptions, or industrial disputes.
13.2 Severability
If any provision of these Terms and Conditions is found to be invalid or unenforceable by a court, the remaining provisions remain in full force and effect.
13.3 Waiver
Our failure to enforce any right or provision does not constitute a waiver of that right or provision.
13.4 Variations
These Terms and Conditions can only be varied by written agreement signed by our Managing Director, Head of Sales, or Credit Controller.
We may update these terms from time to time. Changes will apply to orders placed after the update date.
13.5 Communications and Notices
Formal notices under these Terms and Conditions must be in writing and sent:
- To us at the address in Section 14, or
- To you at your invoice address (or another address you notify us of)
Notices are deemed delivered:
- 48 hours after posting (UK first class mail)
- 5 working days after posting (international airmail)
- Immediately upon successful email transmission
- Immediately upon receipt of successful fax transmission report
13.6 Entire Agreement
These Terms and Conditions (together with any written quotation we provide) constitute the entire agreement between us and supersede any previous agreements, understandings, or representations.
13.7 Third Party Rights
These Terms and Conditions are between you and us. No third party has any right to enforce any provision under the Contracts (Rights of Third Parties) Act 1999.
13.8 Governing Law
These Terms and Conditions are governed by English law. Both parties submit to the non-exclusive jurisdiction of the English courts.
These terms are written in English. If translated into another language, the English version prevails.
14. Contact Details
Positive ID Labelling Limited
Registered Office:
5 Loake Court
Melbourne
Derby
DE73 8HB
Company Registration Number: 2178668
VAT Registration Number: 507776913
Email: sales@pid-labelling.co.uk
Phone: 01332 864895
Website: www.pid-labelling.co.uk
Office Hours: Monday to Thursday, 9:00am – 5:00pm and Friday 9:00am – 4:00pm (excluding UK public holidays)
For urgent order queries or artwork approvals:
Email: sales@pid-labelling.co.uk or call 01332 864895
For accounts and payment queries:
Contact our Credit Controller at michelle@pid-labelling.co.uk or 01332 864895
For technical specifications or product advice:
Contact our Sales Team at sales@pid-labelling.co.uk or 01332 864895
These Terms and Conditions were last updated on 1st December 2025 and apply to all orders placed from this date forward.