This Privacy Policy explains how ERW Essentials (“ERW Essentials”, “we”, “us” or “our”) collects, uses, stores and shares personal information when you visit our website, create a wholesale buyer account, maintain a Business Profile, build or submit a Quote List, contact us, or otherwise use our wholesale sourcing services.
1. Who we are
ERW Essentials operates a business-to-business wholesale product catalogue, sourcing and quotation service through https://erwessentials.com/. For data-protection enquiries or to exercise your rights, use our contact page. Our current business identity and contact details shown on the website and in an accepted quotation or order confirmation form part of this notice.
2. Information we collect
Depending on how you use the website, we may collect:
- Account information: email address, password in encrypted form, first and last name, login and account status.
- Buyer and business information: phone or WhatsApp number, company or brand name, website or social link, business type, country, town or city, registered business address, company registration number, VAT or EORI number, job title and preferred contact method.
- Trade requirements: expected volume and order frequency, product categories, target price or margin, MOQ requirements, trading and delivery regions, sales channels, preferred payment terms, sample requirements, certification or document availability, fulfilment notes and information about products you need.
- Quote and transaction information: products, product links, images, SKUs, requested quantities, quote history, quotation status, correspondence, agreed pricing, delivery details and payment records where an order proceeds.
- Enquiry information: information submitted through contact or registration forms and communications by email, telephone or WhatsApp.
- Technical information: IP address, browser, device, referring page, access time, security logs and essential cookie or session identifiers.
Please do not submit sensitive personal information unless we specifically request it and it is necessary for a legitimate business purpose.
3. How we use information and our lawful bases
- Contract and steps before a contract: to create and administer your account, preserve Quote Lists, assess requirements, prepare quotations, source products, communicate about an enquiry, fulfil an accepted order and provide support.
- Legitimate interests: to operate and improve our B2B service, verify trade buyers, prevent fraud and misuse, keep appropriate business records, understand catalogue demand, protect our systems and respond to enquiries. We balance these interests against your rights.
- Legal obligations: to meet tax, accounting, sanctions, customs, product-safety, fraud-prevention and other legal or regulatory requirements that apply to us.
- Consent: where required for optional marketing communications or non-essential cookies. You may withdraw consent at any time.
We do not sell personal information. We do not use solely automated decision-making that produces legal or similarly significant effects.
4. Who we share information with
We may share only the information reasonably necessary with:
- website hosting, security, email, CRM, form, analytics and IT service providers;
- WooCommerce and form-processing tools used to operate accounts, Quote Lists and enquiries;
- manufacturers, suppliers, sourcing partners, inspection providers, warehouses, carriers, customs agents and payment providers involved in assessing or fulfilling your request;
- professional advisers, insurers, auditors, regulators, law-enforcement bodies or courts where necessary; and
- a buyer or successor in connection with a genuine business sale, merger or restructuring, subject to appropriate safeguards.
Suppliers or logistics partners may receive business contact, product, quantity and delivery information required to price or fulfil a request. We require service providers to protect information and use it only for the agreed purpose.
5. International transfers
Wholesale sourcing and delivery may involve organisations outside the United Kingdom. Where personal information is transferred internationally, we use an applicable lawful transfer mechanism and appropriate safeguards, such as UK adequacy regulations, the UK International Data Transfer Agreement or the UK Addendum to approved standard contractual clauses, as appropriate.
6. Cookies and similar technologies
We use strictly necessary cookies or local storage to provide core functions such as login sessions, security, WooCommerce functionality and preserving a Quote List. These may operate without consent where legally permitted. We will ask for consent before using non-essential analytics, advertising or preference cookies where consent is required. You may adjust optional cookie choices through any consent control provided on the website and through your browser. Blocking essential cookies may prevent account or Quote List features from working.
7. How long we keep information
- Account and Business Profile information: while the account is active and ordinarily for up to 24 months after closure, unless a longer period is required.
- Unsuccessful or inactive quote enquiries: ordinarily up to 24 months after the last meaningful contact.
- Accepted quotes, orders, invoices and related business records: ordinarily 6 years after the relevant financial year or contract ends.
- Contact enquiries that do not become a quote or order: ordinarily up to 24 months.
- Security logs and short-lived technical records: only for the period reasonably required for security, troubleshooting and fraud prevention.
We may keep information longer where required by law, needed for a dispute, or subject to a valid legal hold. We securely delete or anonymise information when it is no longer needed.
8. Security
We use reasonable technical and organisational measures designed to protect information, including access controls, encrypted password storage, software maintenance, backups and security monitoring. No internet service can guarantee absolute security. You are responsible for keeping your password confidential and notifying us promptly of suspected unauthorised account use.
9. Your data-protection rights
Subject to applicable law, you may have the right to request access to your information, correction, deletion, restriction, objection, portability, or withdrawal of consent. You may update certain account and Business Profile details directly through My Account. To make another request, use our contact page. We may need to verify your identity and authority to act for a business contact.
You may complain to the UK Information Commissioner’s Office at ico.org.uk. We would appreciate the opportunity to address your concern first.
10. Marketing
Where permitted, we may send relevant B2B communications about our products or sourcing services. You can opt out at any time using the unsubscribe method provided or through our contact page. Service messages about an account, quotation or order are not marketing and may still be sent where necessary.
11. Third-party links
Our website may link to third-party websites. Their privacy practices are controlled by them, and you should review their notices before providing personal information.
12. Changes to this policy
We may update this policy to reflect changes to our service, suppliers or legal obligations. The updated version will be published here with a revised date. Material changes may also be brought to registered users’ attention where appropriate.
These Terms and Conditions govern access to the ERW Essentials website and our business-to-business wholesale catalogue, sourcing, quotation and supply services. By creating a trade account, submitting an enquiry or Quote List, accepting a quotation, or placing an order, you agree to the terms that apply to that activity.
1. Business use
Our catalogue and quotation service is intended primarily for buyers acting for a trade, business, profession, charity, public body or other organisation. By submitting a quote request, you confirm that you are authorised to act for the named organisation and that the information you provide is accurate. If you are acting wholly or mainly as a consumer, tell us before accepting a quotation. Nothing in these terms removes rights that cannot legally be excluded.
2. Website catalogue
Product descriptions, images, indicative prices, availability, MOQs, specifications and lead times on the website are general catalogue information. They may be supplied by third parties and can change. Colours and packaging may vary. Website content is not a binding offer, guarantee of stock, or promise that a product is suitable for your intended market or use.
3. Quote Lists and enquiries
Adding a product to a Quote List or submitting a Quote List is a request for information only. It does not reserve stock, create an order, authorise payment, or create a supply contract. We may ask for clarification, buyer verification, product specifications, destination, certification needs, quantities or other information before issuing a quotation.
4. Quotations and formation of a contract
A quotation is valid only for the period stated in it and may be withdrawn before acceptance. Unless stated otherwise, pricing is subject to final stock, supplier confirmation, credit checks, destination, currency movement, freight and compliance requirements.
A binding contract is formed only when: (a) you accept our final written quotation in the required manner; (b) any required deposit, advance payment or approved credit arrangement is completed; and (c) we issue a written order confirmation. If these documents conflict, the order confirmation, accepted quotation, any agreed specification and these terms apply in that order.
5. Prices, taxes and payment
Unless a quotation expressly says otherwise, prices exclude VAT, sales or use taxes, customs duties, import charges, inspection costs, insurance and delivery. You are responsible for charges allocated to you in the quotation and for correct import or resale documentation.
Payment terms, currency, deposit, balance date and accepted payment method will be stated in the quotation or order confirmation. Time for payment is material. We may suspend sourcing, production or delivery while an amount is overdue and may charge lawful interest and reasonable recovery costs.
6. Minimum order quantities and product changes
MOQs and quantity breaks apply as stated in the final quotation. For manufactured or bulk-packed goods, reasonable quantity tolerances may apply only where disclosed before order confirmation. A requested change is effective only when accepted by us in writing and may change price, MOQ, timing and delivery cost.
7. Buyer responsibilities
You must provide complete and accurate specifications, artwork, quantities, delivery details, intended use, destination-market requirements and deadlines. Unless we expressly agree in writing to take responsibility for a specified compliance task, you are responsible for confirming that products, packaging, labels, documentation, intellectual-property use, import and resale comply with laws and standards in the destination market. Samples or pre-production proofs should be checked carefully before approval.
8. Availability, sourcing and substitutions
Supply is subject to supplier acceptance and availability. We will not make a material substitution without your agreement. If an exact item becomes unavailable before contract formation, we may propose an alternative. After contract formation, any agreed substitution will be recorded in writing.
9. Delivery
Delivery method, destination, Incoterm (if any), cost and estimated timing will be stated in the quotation or order confirmation. Dates are estimates unless expressly agreed in writing as fixed. You must ensure that the delivery location can safely receive the goods and promptly provide import, customs or access information.
Risk and title pass at the point stated in the accepted quotation, applicable Incoterm or order confirmation. If none is stated, risk passes on delivery to the agreed destination and title passes only after we receive payment in full. We may make reasonable partial deliveries where this does not materially disadvantage you.
10. Inspection, shortages and damaged goods
You must inspect goods as soon as reasonably practicable. Visible transit damage, shortages or incorrect products should be noted on the carrier record where possible and reported to us with photographs, packaging evidence, quantities, SKU and delivery documents within 5 business days of delivery. Hidden defects should be reported promptly after discovery and within the applicable warranty or legal period. Failure to report promptly may limit our ability to pursue a carrier or supplier, but does not remove rights that cannot lawfully be excluded.
11. Cancellations and returns
Because orders are business-to-business and may involve reserved, imported, customised or specially sourced stock, there is no automatic change-of-mind cancellation right unless we agree otherwise in writing. Cancellation after order confirmation requires our written agreement and may be subject to reasonable, evidenced costs already incurred or commitments made. Returns are governed by our Returns & Refunds Policy and the accepted quotation.
12. Product quality and remedies
We will use reasonable care in sourcing and supplying goods that materially match the agreed specification. Where goods are verified as defective, damaged before risk passed, materially non-conforming or incorrectly supplied, the appropriate remedy may be repair, replacement, re-performance, credit or refund, taking account of the circumstances and applicable law. Products must not be used, altered, relabelled or resold after a defect is identified where doing so could increase loss or create a safety risk.
13. Intellectual property
The website, branding, layout and original content are owned by or licensed to ERW Essentials. You may use catalogue information only for evaluating a genuine purchase unless we approve another use. Product marks and third-party content belong to their respective owners. You warrant that materials, specifications, branding or artwork you supply do not infringe third-party rights.
14. Confidentiality
Each party must protect non-public commercial, pricing, sourcing and technical information received from the other and use it only for the relevant enquiry or contract, except where disclosure is required by law or to advisers and service providers bound by appropriate duties.
15. Liability
Nothing limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, breach of title obligations, or any liability that cannot legally be limited.
Subject to that, neither party is liable for indirect or consequential loss, or loss of profit, revenue, business, opportunity, goodwill or anticipated savings. Our total aggregate liability arising from a supply contract will not exceed the total amount paid or payable for the affected goods under that contract, except where a different limit is expressly agreed or applicable law requires otherwise. You are responsible for taking reasonable steps to reduce avoidable loss.
16. Events outside reasonable control
Neither party is responsible for delay or failure caused by events outside its reasonable control, including natural disasters, war, sanctions, epidemic, industrial action, carrier disruption, port congestion, cyber incident, government action, supplier failure or shortage of materials. The affected party will notify the other where reasonably possible and take reasonable mitigation steps. If the event materially prevents performance for an extended period, either party may discuss cancellation of the affected part and allocation of unavoidable costs.
17. Account security and acceptable use
You must keep account credentials secure and notify us of suspected misuse. You must not attempt unauthorised access, interfere with the website, submit unlawful or misleading content, scrape the catalogue at scale, impersonate another person or use the service for fraud, sanctions evasion or unlawful trade. We may restrict access where reasonably necessary to protect users, systems or legal compliance.
18. Data protection
We handle personal information as described in our Privacy Policy. Each business remains responsible for its own data-protection obligations when exchanging contact or fulfilment information.
19. General
If a provision is invalid, the remaining provisions continue. Delay in enforcing a right is not a waiver. You may not transfer a contract without our written consent; we may transfer it as part of a genuine business reorganisation or sale provided this does not reduce your rights. No person other than the contracting parties has a right to enforce these terms unless expressly stated.
20. Governing law and disputes
Before starting formal proceedings, the parties will try in good faith to resolve a dispute through their authorised commercial contacts. Unless the accepted quotation states otherwise or mandatory law applies, these terms and each contract are governed by the laws of England and Wales, and the courts of England and Wales have exclusive jurisdiction.
21. Contact
Questions about these terms may be submitted through our contact page.
This policy explains how ERW Essentials handles cancellations, damaged goods, shortages, non-conforming products, returns, credits and refunds for wholesale enquiries and orders. It should be read with the accepted quotation, order confirmation and our Terms and Conditions.
1. B2B wholesale purchases
Our service is intended primarily for business buyers. A Quote List is not an order, and it can be edited or removed before a binding order is formed. Once an order is confirmed, business purchases do not normally have an automatic change-of-mind cooling-off period. Any additional return right stated in an accepted quotation will apply.
2. Before order confirmation
You may withdraw or amend a quote request before accepting our final quotation. Product availability, MOQ, specification, pricing and timing will be reassessed if the request changes.
3. Cancellation after order confirmation
Contact us immediately if you wish to cancel after order confirmation. Cancellation requires our written agreement. We will act reasonably, but suppliers may already have reserved stock, begun production, customised goods, arranged inspection or booked freight. We may therefore deduct or charge reasonable, evidenced costs and commitments that cannot be recovered. Custom-made, private-label, personalised, perishable, hygiene-sensitive, opened, specially imported or specially sourced goods normally cannot be cancelled for convenience once committed.
4. Checking a delivery
Inspect each delivery promptly before use, alteration or resale. Check outer packaging, cartons, quantities, product references, visible condition and any agreed documentation. Where possible, record visible damage or shortage on the carrier’s delivery record before signing.
5. Reporting damage, shortage or incorrect supply
Report visible damage, shortages or incorrect products within 5 business days after delivery through our contact page and include:
- your order or quotation reference;
- the affected product name and SKU;
- quantity affected and quantity received;
- clear photographs or video of the product, cartons, labels and packaging;
- delivery note and carrier information; and
- a concise description of the problem and your preferred resolution.
Do not discard packaging or return goods until we provide instructions. Late reporting may prevent recovery from a carrier or supplier, although it does not remove a right that cannot lawfully be excluded.
6. Hidden defects or specification issues
A defect that could not reasonably be identified during initial inspection should be reported promptly after discovery and within any warranty or claim period stated in the quotation. Stop using or distributing potentially unsafe or defective goods, isolate affected stock and preserve evidence. We may ask for samples, batch details, inspection records or an independent assessment.
7. Return authorisation
Goods must not be returned without written return authorisation and instructions. Unauthorised returns may be refused or create avoidable freight and handling charges. Approved returns must be securely packed, clearly reference the authorisation, and be sent by the agreed method. Responsibility for return freight depends on the reason for return and will be confirmed in writing.
8. Available remedies
After reviewing the evidence and, where appropriate, inspecting the goods, we may offer the remedy reasonably appropriate to the issue:
- replacement of missing, damaged or materially non-conforming goods;
- repair or re-performance where practical;
- a price adjustment or credit note;
- refund of the affected goods; or
- another written commercial resolution agreed with you.
A refund is not automatic where goods conform to the agreed specification, the issue results from buyer-supplied information, normal tolerances disclosed before purchase, improper storage or handling, unauthorised alteration, misuse, or damage occurring after risk passed to the buyer.
9. Refund method and timing
An approved refund will normally be made to the original payment method or business account used for the order, unless otherwise agreed. We aim to process an approved refund or credit within 14 business days after the required goods are received and inspected, or after we confirm that no return is required. Bank, currency-conversion and international transfer times are outside our control.
10. Delivery charges, duties and related costs
Where a claim is accepted because we supplied incorrect or materially non-conforming goods, we will address reasonable agreed return or replacement delivery costs. Original freight, customs duty, import tax, inspection fees and third-party charges are not normally refundable for a convenience cancellation. Their treatment for a valid defect claim depends on the applicable delivery terms, cause of loss and amounts recoverable from suppliers, carriers or authorities.
11. Custom, clearance and perishable goods
Customised, private-label, made-to-order, clearance, short-dated, perishable or specially sourced goods are non-returnable for convenience unless the quotation expressly says otherwise. This does not prevent a valid claim where goods are defective, unsafe, incorrectly supplied or materially fail to match the agreed specification.
12. Consumer rights
If we expressly agree to supply you as a consumer rather than for business purposes, mandatory consumer cancellation and remedy rights may apply and will not be restricted by this policy. Please tell us before ordering if you are not purchasing mainly for business use.
13. Contact
To discuss a cancellation, return or refund, use our contact page and include the relevant quotation or order reference.
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