Refund and Returns Policy

Fragrances For Candles (Geomar Concept SRL) Refund and Returns Policy

Last Updated: July 1, 2025

At Fragrances For Candles, operated by Geomar Concept SRL (VAT: RO43316318, Registered Address: Codrului 9A, Tunari, Ilfov, Romania), we are committed to providing you with high-quality fragrance products and an exceptional shopping experience. We understand that sometimes a return or refund may be necessary. This policy outlines the conditions under which you can return products and receive a refund, in full compliance with all applicable consumer protection laws within the European Union, including Romanian national legislation.

1. Right of Withdrawal (Applicable to Distance and Off-Premises Contracts)

As a consumer within the European Union, you have the right to withdraw from a distance or off-premises contract (e.g., purchases made online, by phone, or outside our physical premises) within 14 calendar days without giving any reason and without incurring any costs other than those expressly specified in this policy.

  • Withdrawal Period: The 14-day withdrawal period begins:
    • For goods: From the day on which you, or a third party indicated by you (other than the carrier), acquire physical possession of the goods, or the last good in case of multiple goods ordered in one order and delivered separately.
    • For services: From the day of the conclusion of the contract.
  • Exercising the Right of Withdrawal: To exercise your right of withdrawal, you must inform us of your decision by a clear statement (e-mail). You may use the model withdrawal form provided at the end of this policy, but it is not obligatory. It is essential that your communication regarding the exercise of the right of withdrawal is sent before the withdrawal period has expired.
    • Contact Information for Withdrawal:
      • Email: [email protected]
      • Phone: +40725864869
      • Address: Geomar Concept SRL, Codrului 9A, Tunari, Ilfov, Romania, 077180
  • Proof of Withdrawal: It is your responsibility to prove that you have exercised your right of withdrawal within the given deadline. We recommend keeping a copy of your withdrawal notification (e.g., email sent, postal receipt).

2. Effects of Withdrawal

If you withdraw from this contract, we will reimburse to you all payments received from you, including the costs of standard delivery (the least expensive type of standard delivery offered by us), without undue delay and in any event not later than 14 calendar days from the day on which we are informed about your decision to withdraw from this contract.

  • Reimbursement Method: We will carry out such reimbursement using the same means of payment as you used for the initial transaction, unless you have expressly agreed otherwise and provided that you do not incur any fees as a result of such reimbursement.
  • Withholding Reimbursement: We may withhold reimbursement until we have received the goods back or you have supplied evidence of having sent back the goods, whichever is the earliest. This protects us from issuing refunds before items are verified as returned.

3. Returning the Goods After Withdrawal

  • Return Deadline: You must send back the goods or hand them over to us without undue delay and in any event not later than 14 calendar days from the day on which you communicate your withdrawal from this contract to us. The deadline is met if you send back the goods before the period of 14 days has expired.
  • Return Costs: The direct cost of returning the goods will be borne by you, the consumer. This cost will vary depending on the chosen shipping method and location. We recommend using a trackable shipping service.
    • For products that, by their nature, cannot normally be returned by post (e.g., exceptionally large or heavy items, though unlikely for Fragrances For Candles products), we will provide an estimate of the maximum cost of return upon request.
  • Condition of Goods & Diminished Value: You are only liable for any diminished value of the goods resulting from the handling other than what is necessary to establish the nature, characteristics, and functioning of the goods. This means you can inspect the item as you would in a physical store.
    • If a product is returned used, damaged, incomplete, or in a condition that significantly reduces its resale value (e.g., packaging is torn or missing, items are scratched, or fragrance products have been opened/used beyond simple inspection), we reserve the right to deduct an amount from the refund corresponding to this diminished value. This deduction will be based on the cost of restoring the product to a resalable condition or the loss of value incurred. We will provide a clear justification for any such deduction.
    • To avoid diminished value deductions, we strongly recommend returning products in their original, undamaged packaging, with all accessories and any protective seals intact.

4. Exceptions to the Right of Withdrawal

The right of withdrawal does not apply to contracts concerning:

  • Bespoke/Personalized Goods: The supply of goods that are made to the consumer’s specifications or are clearly personalized (e.g., custom-blended fragrances, personalized candle labels).
  • Perishable Goods: The supply of goods that are liable to deteriorate or expire rapidly. This includes, but is not limited to, raw materials like fragrance oils and waxes once their original sealed packaging has been opened. Once unsealed, these products are susceptible to contamination, degradation from air or light exposure, or alteration of their chemical composition, which would compromise their quality, purity, and performance for sensitive applications such as candle making. Their original commercial value as a pristine raw material cannot be guaranteed after being exposed.
  • Sealed Goods for Health/Hygiene Reasons: The supply of sealed goods which are not suitable for return due to health protection or hygiene reasons and were unsealed after delivery. Specifically, for raw materials such as fragrance oils and waxes, if their protective seal, cap, or packaging has been broken or opened, they are deemed unsuitable for return for health and hygiene protection. This is due to the irreversible risk of contamination (e.g., introduction of foreign particles, moisture, or other substances), alteration of product integrity, and the impossibility of verifying their original purity and quality required for safe and effective use in cosmetic or home fragrance applications. Products unsealed by the consumer cannot be resold as new, pristine, and untampered materials.
  • Goods Inseparably Mixed: The supply of goods which are, after delivery, according to their nature, inseparably mixed with other items. Should a consumer mix our raw materials (e.g., soy wax and fragrance oil) with other substances or materials after delivery, these mixed goods become inseparable from their new composition and are not eligible for return.
  • Services Already Performed: The provision of services if the performance has begun with your explicit prior consent and your acknowledgment that you will lose your right of withdrawal once the contract has been fully performed by us.
  • Digital Content (Started Performance): The supply of digital content which is not supplied on a tangible medium if the performance has begun with your prior express consent and your acknowledgment that you thereby lose your right of withdrawal.
  • Urgent Repairs/Maintenance: Contracts where the consumer has specifically requested a visit from the trader for the purpose of carrying out urgent repairs or maintenance.
  • Accommodation, Transport, Catering, Leisure (Specific Date/Period): The provision of accommodation other than for residential purpose, transport of goods, car rental services, catering or services related to leisure activities if the contract provides for a specific date or period of performance.

5. Faulty or Non-Conforming Goods (Legal Guarantee of Conformity)

Beyond the right of withdrawal, consumers within the European Union benefit from a legal guarantee of conformity for goods. If a product purchased from Fragrances For Candles is faulty, damaged, or does not conform to the contract of sale (e.g., broken upon arrival, manufacturing defect, or significantly deviates from description), you have specific rights under this guarantee.

  • Duration: The legal guarantee of conformity is valid for a minimum of 2 years from the date of delivery.
  • Notification: You must inform us of any lack of conformity within a reasonable period, and in any event, within 2 months from the date you discovered the defect.
  • Your Rights (Hierarchy of Remedies): In case of a lack of conformity, you have the right to request:
    1. Repair or Replacement: Firstly, you can request the repair or replacement of the product free of charge (including shipping, labor, and materials), unless this is impossible or disproportionate (e.g., repair is more costly than replacement).
    2. Price Reduction or Contract Termination (Refund): If repair or replacement is not possible, disproportionate, or not carried out within a reasonable time, or if it causes significant inconvenience to you, you can then request an appropriate price reduction or the termination of the contract (full refund). Termination of the contract may not be requested if the lack of conformity is minor.
  • Burden of Proof: Any lack of conformity that becomes apparent within 6 months from the time of delivery of the goods is presumed to have existed at the time of delivery, unless this presumption is incompatible with the nature of the goods or the nature of the lack of conformity. After 6 months, you may need to prove that the defect existed at the time of delivery.
  • Reporting Faults: To report a faulty or non-conforming product, please contact us immediately at [Your Dedicated Customer Service Email Address] or [Your Customer Service Phone Number], providing your order number, a clear description of the issue, and, if possible, photographic or video evidence of the defect. We may request the return of the faulty item for inspection.

6. Data Retention (GDPR Compliance)

When you make a purchase or return with Fragrances For Candles (Geomar Concept SRL), we collect and process certain personal data. We are committed to protecting your privacy in accordance with the General Data Protection Regulation (GDPR) and applicable national data protection laws.

  • Purpose: We retain your data related to purchases and returns for the purposes of fulfilling our contractual obligations, processing returns and refunds, maintaining legal records for tax and accounting purposes, and managing potential legal claims.
  • Retention Period: We will retain personal data related to your purchases and returns for the period strictly necessary to fulfill the purposes for which it was collected, and to comply with legal obligations (e.g., tax laws typically require retaining financial records for 5-10 years in Romania). Once this period expires, your data will be securely deleted or anonymized.
  • Your Rights: You have the right to access, rectify, erase, or restrict the processing of your personal data. For more information regarding our data processing practices and your rights, please refer to our comprehensive Privacy Policy available at [Link to your Privacy Policy, e.g., www.fragrancesforcandles.com/privacy-policy].

7. How to Initiate a Return or Report a Fault

To initiate a return under the right of withdrawal or to report a faulty product, please follow these steps:

  1. Contact Us: Send an email to [Your Dedicated Customer Service Email Address] or call us at [Your Customer Service Phone Number].
  2. Provide Information: Please include your order number, the name of the product(s) you wish to return, the reason for the return (for our internal improvement, this is not required for withdrawal), and, for faulty items, a clear description of the defect and supporting photos/videos if possible.
  3. Await Instructions: We will review your request and provide you with detailed instructions on how to proceed, including the correct return address.
  4. Package Securely: Please package the item(s) securely to prevent damage during transit. For products returned under the right of withdrawal, aim to return them in their original, undamaged packaging, if possible, to avoid any potential diminished value deductions.
  5. Ship the Item: Send the item back according to the instructions provided. Please retain proof of postage for your records.

8. Refunds

Once your returned item is received and inspected (for withdrawal) or the fault is confirmed (for faulty goods), we will process your refund or initiate the repair/replacement as appropriate. Refunds will be processed within the legally mandated timeframe (14 calendar days from the day we are informed of your decision to withdraw, or from the date the fault is confirmed and a refund is deemed the appropriate remedy).

Model Withdrawal Form

(Complete and return this form only if you wish to withdraw from the contract)

To: Geomar Concept SRL Fragrances For Candles Codrului 9A, Tunari, Ilfov, Romania, 077180 Email: [Your Dedicated Customer Service Email Address]

I/We () hereby give notice that I/We () withdraw from my/our () contract of sale of the following goods ()/for the provision of the following service (*):

[Description of goods/service]

Ordered on ()/received on (): __________________________________________________ [Date of order/receipt]

Name of consumer(s): _________________________________________________________

Address of consumer(s): _______________________________________________________

Signature of consumer(s) (only if this form is notified on paper): ____________________

Date: _________________________

(*) Delete as appropriate.