Sales and Tax Policy
Last Updated: 01/10/26
1. Scope and Applicability
This Sales and Tax Policy applies to all products and services sold by Cooling Source (“Cooling Source,” “Company,” “we,” “our,” or “us”) to business, government, and institutional customers only.
Cooling Source does not sell directly to consumers. All sales are governed by written quotations, order acknowledgments, and applicable contractual agreements.
2. Pricing and Quotations
- All prices are quoted in U.S. Dollars (USD) unless otherwise stated in writing.
- Prices are valid only for the period stated on the quotation.
- Prices are based on customer-provided specifications and assumptions at the time of quotation.
- Cooling Source reserves the right to adjust pricing due to material cost increases, tariffs, labor changes, exchange rate fluctuations, or regulatory requirements.
- Clerical or typographical errors may be corrected prior to order acceptance.
3. Orders and Acceptance
- All purchase orders are subject to written acceptance by Cooling Source.
- Orders may not be canceled, modified, or rescheduled without written approval.
- Custom, engineered, or made-to-order products are non-cancelable and non-returnable (NCNR) unless expressly agreed in writing.
4. Payment Terms
- Payment terms are stated on the quotation or invoice and are subject to credit approval.
- Cooling Source may require advance payment, milestone payments, or payment prior to shipment, particularly for international or first-time customers.
- Late payments may result in finance charges, credit holds, or suspension of shipments.
- Customer is responsible for all reasonable collection costs.
5. Sales Tax, VAT, and Duties
a. General Tax Responsibility
Unless expressly stated otherwise, all prices exclude:
- Sales, use, value-added (VAT), goods and services taxes
- Customs duties, tariffs, and import taxes
- Brokerage, customs clearance, and governmental fees
All such charges are the sole responsibility of the customer.
b. Tax Exemptions
Customers claiming tax-exempt status must provide valid documentation prior to order acceptance. Failure to provide documentation will result in tax being charged where required by law.
c. International Taxes and VAT
Cooling Source does not collect foreign VAT, GST, or import taxes. Customer is responsible for:
- Import VAT and duties
- Customs clearance and compliance
- Any taxes imposed by the destination country
6. International Sales and Incoterms®
a. Standard Shipping Term
Unless otherwise agreed in writing, all international and domestic shipments are made under Incoterms® EXW (Ex-Works) — Cooling Source facility.
b. Customer Responsibilities Under EXW
Under EXW terms, the customer is responsible for:
- Export clearance and filings
- Carrier selection and freight costs
- Insurance
- Customs brokerage and import clearance
- All risk of loss or damage once goods are made available for pickup
Cooling Source’s responsibility ends when goods are made available at its facility.
7. Export Control and Compliance
Products sold by Cooling Source may be subject to:
- ITAR (International Traffic in Arms Regulations)
- EAR (Export Administration Regulations)
Customer agrees to:
- Comply with all applicable export and import laws
- Obtain required licenses and authorizations
- Not export, re-export, or transfer products to prohibited countries, entities, or individuals
Cooling Source may refuse or cancel orders that violate export-control regulations.
8. Shipping, Title, and Risk of Loss
- Title and risk of loss transfer to the customer at Cooling Source’s facility under EXW terms.
- Shipping dates are estimates and not guaranteed.
- Cooling Source is not responsible for carrier delays, customs holds, or governmental actions.
9. Returns and Credits
- Returns require prior written authorization.
- Custom or modified products are non-returnable.
- Approved returns may be subject to inspection, restocking, or rework fees.
- Taxes and duties are credited only where permitted by law.
10. Limitation of Liability
To the maximum extent permitted by law, Cooling Source’s liability arising from any sale is limited to the purchase price of the affected products. Cooling Source shall not be liable for indirect, incidental, or consequential damages.
11. Policy Updates
Cooling Source reserves the right to modify this Sales and Tax Policy at any time. Updates are effective upon posting to this Website.
12. Contact Information
Questions regarding pricing, taxes, invoicing, or international shipments may be directed to:
Cooling Source
Email: accounting@coolingsource.com
Phone: 925.292.1293
Address: 2021 Las Positas Ct. Suite 101, Livermore, CA 94551
