Terms of Sale

Who we are and what these terms cover

These terms govern the supply of aroma raw materials, essential oils, fragrance blends and biosynthetic aroma molecules by Nanjing Heyao Bio (南京合曜生物), trading as Aroma Kosmos, of Nanjing, Jiangsu, China. They apply to orders placed on aromakosmos.com, by email or WhatsApp.

They cover business and wholesale purchases and the retail range in 5 ml, 10 ml and 100 ml packs. Where a term depends on your own circumstances, such as your product category or destination, we say so plainly.

Quotations, prices and contract formation

Your order is an offer to buy; our written quotation and your written acceptance form the contract, and we send a confirmation email.

Each quotation is valid for the period it states, normally thirty days. Freight is quoted separately against the chosen Incoterm, and prices exclude VAT, duties and taxes unless stated otherwise.

Minimum order, lead times, delivery and Incoterms

Business and wholesale orders are typically subject to a minimum of 5 kg per material, and 25 kg for certain grades and blends; lead times depend on the material, quantity and stock availability, and are stated on your quotation.

Business shipments are sent worldwide; each quotation is made against an Incoterm (EXW, FOB, CIF or DDP), and risk and the cost of carriage pass at the point that term defines. The Incoterm also sets who clears the import and pays duties and taxes: where you ask for DDP we state the destination scope in the quotation, and otherwise import duties and taxes are payable by you. Retail orders are dispatched from a European fulfilment point, as the shipping page explains.

Payment terms

Business orders are invoiced on the terms agreed in the quotation, commonly 30% as a deposit with 70% payable before shipment or against the shipping documents; a written arrangement prevails.

Retail orders are paid in full at checkout by the card methods we accept or the PayPal-type methods shown there, and are despatched once payment has cleared.

Documentation, compliance and your own obligations

Every business batch ships with its certificate of analysis (assay, density, refractive index, optical rotation and the GC/MS chromatogram), a safety data sheet in the current REACH format with its CLP classification, and an IFRA conformity statement naming the standard and category.

Compliance of the finished product remains your responsibility: check that the material suits your intended use, observe the IFRA category limits for your product category, meet your REACH obligations as an importer or manufacturer in the EU, and make the allergen declarations your finished product requires.

Product claims

The biosynthetic aroma molecules sold here are produced by fermentation and biocatalysis. They are not essential oils or botanical extracts, and must not be described or marketed as natural essential oils.

We make no health or therapeutic claim for any material on this site, and nothing here is medical advice; our safety information is general guidance on handling and dilution, not a substitute for the safety data sheet, the IFRA statement or your own assessment.

Samples and intellectual property

Samples are supplied free of charge; freight is payable by you and we state the cost before dispatch. A sample is for evaluation only, with no warranty that it is fit for any particular formulation or process.

The Aroma Kosmos name, the design of this website and the product descriptions on it belong to us or our licensors, and may not be reproduced commercially without our written permission. Nothing here transfers intellectual property rights in the materials.

Returns, rejection and remedies

For business and wholesale orders, returns and rejection are governed by the Incoterm and the quotation, and claims for shortage or damage must be notified before the goods are used or resold.

For retail orders, unopened bottles may be returned within thirty days for a full refund; opened bottles cannot be returned for hygiene reasons unless damaged or faulty, in which case we replace them and bear the return freight. The procedure is set out on the shipping page.

Limitation of liability and indemnity

We supply the goods with reasonable skill and care, in accordance with the quotation and the batch documentation. Our total liability is limited to the invoice value of the goods to which the claim relates.

Nothing here excludes liability for death or personal injury caused by negligence, for fraud, or for any liability that cannot lawfully be excluded. You indemnify us against claims arising from misuse of a material, your formulation, or your failure to observe the documentation, the IFRA limits or the allergen labelling rules.

Governing law and jurisdiction

These terms and any dispute arising out of them are governed by the laws of the People's Republic of China, without regard to its conflict of laws rules; this applies to business and retail customers alike.

Any such dispute shall be finally resolved by arbitration administered by the China International Economic and Trade Arbitration Commission under its rules in force at the time. The seat is Shanghai, the language is English, and the award is final and binding on both parties.

Changes to these terms and how to contact us

We may revise these terms when our products, supply arrangements or the law change; the version in force is the one published on this page when your order is placed, and the date shown is that revision. We do not apply a revised version to a contract already formed.

Questions can be sent to zhuxuran@yaosynbio.com, or raised on WhatsApp or by telephone on +86 182 5601 9201, Monday to Friday, 09:00 to 18:00, UTC+8.