Refund, Return & Cancellation Policy
(B2B & ITAR-Controlled Products)
Last Updated: 01/10/2026
This policy applies to all business-to-business (B2B) transactions conducted by Cooling Source (“Company,” “we,” “us”). By placing an order, the customer (“Buyer”) agrees to the terms below.
1. B2B Sales Only – No Consumer Rights
All sales are B2B commercial transactions. Consumer protection laws governing returns, cooling-off periods, or implied refund rights do not apply.
Unless expressly agreed in writing, all sales are final.
2. Custom & Engineered Products (No Returns / No Refunds)
Products that are custom, engineered, or manufactured to Buyer specifications, including but not limited to:
- Custom heatsinks and thermal assemblies
- Machined or fabricated components
- Prototypes, tooling, and first articles
- Defense, aerospace, and controlled programs
are NON-CANCELABLE, NON-RETURNABLE, AND NON-REFUNDABLE once an order is accepted or production has started.
3. ITAR & Export-Controlled Products (Strict No-Return Policy)
Products, technical data, software, drawings, or assemblies subject to U.S. export control laws, including ITAR and EAR, are subject to enhanced restrictions.
ITAR-Controlled Items Are:
- Non-cancelable
- Non-returnable
- Non-refundable
Without exception, including:
- Program cancellation
- Schedule changes
- Funding delays
- Customer or end-user error
Unauthorized return or attempted return of ITAR-controlled items constitutes a material breach of contract.
4. Buyer Certification & Compliance
By placing an order, Buyer represents and warrants that:
- Buyer is authorized to receive export-controlled items
- Buyer will comply with all applicable U.S. export control laws
- Buyer will not export, re-export, transfer, disclose, or allow access to controlled items or technical data to unauthorized persons or destinations
Buyer assumes full responsibility for end-use, end-user, and regulatory compliance.
5. Non-Conforming or Defective Products (Limited Remedy)
Claims for manufacturing non-conformance must be submitted in writing within 10 calendar days of delivery.
If validated, Cooling Source’s sole and exclusive remedy, at our discretion, is limited to:
- Repair
- Replacement
- Credit
Cash refunds are not guaranteed and will not be issued for ITAR-controlled products.
Physical return of ITAR items is prohibited unless explicitly authorized in writing.
6. Standard (Non-Custom, Non-ITAR) Products
If a product is explicitly identified in writing as standard and non-controlled:
- Return requests must be submitted within 10 days of delivery
- Product must be unused and in original condition
- An approved RMA is required
- A restocking fee of up to 25% may apply
- Buyer pays all shipping, handling, and insurance costs
7. Shipping Terms – Ex-Works (EXW)
Unless otherwise agreed in writing, all shipments are Ex-Works (EXW).
- Risk of loss transfers to Buyer upon departure from our facility
- Shipping damage, delays, or loss are the Buyer’s responsibility
- Carrier claims must be filed by Buyer
8. International Sales
For international transactions:
- Buyer is responsible for duties, taxes, tariffs, customs clearance, and import compliance
- Refunds or credits will not be issued due to:
- License delays or denials
- Customs issues or seizures
- Regulatory or geopolitical changes
9. Order Cancellations
Orders may not be canceled once production has begun.
If cancellation is approved in writing prior to production:
- Buyer is responsible for all incurred costs (engineering, materials, labor)
- No guarantee of refund or credit
10. No Chargebacks
B2B chargebacks are not permitted. Unauthorized chargebacks may result in:
- Immediate account suspension
- Collection action
- Legal remedies
11. Limitation of Liability
Cooling Source shall not be liable for indirect, incidental, or consequential damages, including lost profits or downtime.
Total liability shall not exceed the amount paid for the specific product giving rise to the claim.
12. Policy Supremacy
This policy supersedes all inconsistent refund, return, or cancellation terms unless expressly agreed to in writing by Cooling Source.
