Regulamin współpracy z klientami zagranicznymi

These Terms and Conditions govern the cooperation between CARAMEL and business clients, agencies, intermediaries and other entities registered outside the Republic of Poland.

The purpose of these Terms is to ensure clear rules of cooperation, proper delivery of services, organisational security and the protection of CARAMEL's interests.

CARAMEL provides services exclusively to business clients. This offer is not directed at consumers.

These Terms apply to cooperation with:

• a)companies registered in the European Union but outside Poland,
• b)companies registered outside the European Union,
• c)agencies and intermediaries acting on behalf of an end client, if registered outside Poland,
• d)organisations, foundations, institutions or other entities operating outside Poland,
• e)entities whose payer, ordering party or contracting party is located outside Poland.

These Terms apply regardless of whether the service is to be delivered in Poland, online, in a hybrid format or abroad. Where the ordering party is a foreign entity, CARAMEL may apply these Terms even when the event takes place on Polish territory.

• -CARAMEL - the company delivering creative, wellbeing and event workshops, workshop kits, instructional materials and other services for business clients.
• -International Client - any entity registered outside the Republic of Poland.
• -EU Client - an entity registered in an EU member state other than Poland.
• -Non-EU Client - an entity registered outside the European Union.
• -Agency or Intermediary - an entity ordering CARAMEL services on behalf of an end client or another event recipient.
• -End Client - the entity for which the event is actually organised, where that entity is not a direct party to the agreement with CARAMEL.
• -Service - workshops, events, creative activities, workshop kits, digital materials, instructions, concepts, prototypes, consultations and any other activities delivered by CARAMEL.

Before a detailed quote is prepared, a date is reserved or any preparatory work begins, the international client is required to provide CARAMEL with full company identification details, including: full company name, registered address, country of registration, tax identification number, contact person details, corporate e-mail address, and a website or portfolio.

Where an enquiry is submitted by an agency or intermediary, the contracting party to the agreement with CARAMEL remains the entity placing the order, unless otherwise agreed in writing. The agency bears full responsibility for the completeness of the brief, communication with the end client, timely payment and the consequences of any changes introduced by the end client.

CARAMEL is not liable for discrepancies between the end client's expectations and the brief provided by the agency. CARAMEL is not obliged to communicate directly with the end client where the ordering party is an agency or intermediary.

For clients registered in the EU (outside Poland), CARAMEL may require 100% prepayment, a partial deposit or staged payment - depending on the project value, scope of work, delivery timeline, history of cooperation and risk level.

CARAMEL reserves the right to require 100% prepayment from an EU client, in particular for first-time projects, projects requiring material procurement or kit production, short delivery timelines, and orders placed by agencies or intermediaries.

A date is only confirmed as reserved once the required payment has been credited to CARAMEL's account.

A date is only reserved once full company details have been provided, verification has been completed, the scope and quote have been accepted, and the required payment has been credited. CARAMEL reserves the right to accept another booking for the same date if the international client has not fulfilled the reservation requirements.

Payment is made in the currency stated in the payment document. All costs of international transfers, currency conversion and bank charges are borne by the client. The payment date is the date on which the full required amount is credited to CARAMEL's account. If a lesser amount is received due to bank charges or conversion, the client must pay the difference before work begins.

A quote covers only the scope expressly stated in the offer. Items that may be priced separately include: concept development, prototyping, materials sourcing, kit assembly and packing, labelling, instructions, QR codes, PDF files, video guides, landing pages, transport and instructor services.

Kit assembly and packing is a production service and is not treated as a standard materials cost. Changes in scope may require a revised quote.

CARAMEL may decline to prepare detailed concepts, material lists, prototypes or instructions before the terms have been accepted and payment received. Fees for concept work are non-refundable once work has commenced.

CARAMEL may deliver selected activities in a self-experience format only where they are safe and can be completed without continuous instructor supervision. Activities that will not be delivered in self-experience format include those involving hot wax, fire, sharp tools, chemical or fragrance substances requiring quantity control, or steps that require continuous instructor correction.

CARAMEL reserves the right to decline delivery of a selected activity in self-experience format if it could affect participant safety or CARAMEL's reputation.

The client is responsible for providing adequate space, tables, chairs, access to water and electricity, lighting, ventilation and time for setup and breakdown. CARAMEL reserves the right to refuse delivery or modify its scope if on-site conditions prevent safe execution. CARAMEL is not liable for consequences arising from participants failing to follow instructions or from the client's organisational decisions.

Moodboards and reference images serve only to establish an aesthetic direction. CARAMEL does not guarantee identical reproduction. The final result depends on material availability, seasonality, activity duration, the number and skill level of participants, and event conditions. CARAMEL is not responsible for the individual aesthetic quality of work created independently by participants.

Changes to the scope after offer acceptance require written confirmation from CARAMEL. CARAMEL may decline changes that are not feasible within the available time or resources. Changes may result in a revised price or delivery timeline.

If the client cancels after preparatory work has begun, the client is not entitled to a refund of costs already incurred by CARAMEL, including materials, concept work, packing, print, transport and bookings. For international clients, the prepayment may be retained to the extent of work completed and costs incurred. A date change requires CARAMEL's written consent.

CARAMEL reserves the right to refuse delivery or modify the scope of a service if the client fails to provide required data, does not make payment, changes scope without CARAMEL's approval, on-site conditions prevent proper delivery, or communication indicates elevated organisational or financial risk. CARAMEL is not liable where the cause lies with the client, agency or end client.

All concepts, scripts, instructions, material lists, organisational solutions, prototypes and digital materials prepared by CARAMEL constitute its proprietary know-how and may not be copied, shared or used without CARAMEL's prior written consent.

Digital materials may only be used for the specific event for which they were prepared. The client may not resell, copy, publish or share CARAMEL's digital materials beyond the agreed scope.

Both parties undertake to maintain confidentiality with respect to commercial, pricing, project and organisational information obtained during cooperation - including quotes, concepts, scripts, material lists and commercial terms. The confidentiality obligation extends to proposals that were not ultimately implemented.

The agency is required to inform CARAMEL of the end client's identity where this is necessary for accurate quoting or delivery. CARAMEL may decline a project if the absence of this information prevents assessment of the event's nature, risk or scope of responsibility.

The client is responsible for the accuracy and completeness of all information provided to CARAMEL. If information proves to be incomplete or inaccurate, CARAMEL reserves the right to revise the quote, modify the scope or decline to deliver the service.

Services are delivered in Polish or English where this has been agreed. Delivery in any other language requires individual confirmation from CARAMEL and may be subject to a separate fee. Any requirement for materials, instructions or communication in a language other than Polish must be stated before the quote is prepared.

CARAMEL reserves the right to decline to prepare an offer or deliver a project without providing a reason - in particular where the company cannot be verified, the client refuses prepayment, the scope is disproportionate to the timeline or budget, or the client expects concept work to be carried out without remuneration.

Matters not governed by an individual agreement are subject to Polish law. Disputes are resolved by the court having jurisdiction over CARAMEL's registered seat. For international clients, CARAMEL may require a separate agreement to be signed prior to commencement of cooperation.

The Polish version of these Terms is the primary version. Translations into English or any other language are for reference only. In the event of any discrepancy, the Polish version prevails.

Submitting an enquiry, continuing commercial discussions, accepting an offer, confirming an order, signing an agreement or making a payment constitutes acceptance of these Terms. CARAMEL reserves the right to update these Terms. The version in force on the date of offer acceptance applies to any given cooperation.