Xmas4Schools Terms & Conditions (Draft)

1. About Us

Xmas4Schools is operated by Print Junction Ltd.

Registered Office and Trading Address: Cobbs Wood House Chart Road Ashford Kent TN23 1EP

Company Registration Number: 04239188 VAT Number: 941494314

References in these Terms to “we”, “us”, “our”, “Xmas4Schools”, or “Print Junction” refer to Print Junction Ltd.

2. Definitions

In these Terms:

• “Artwork” means any artwork, designs, drawings, images, text, or other materials submitted as part of the Xmas4Schools project.
• “Bespoke Products” means personalised or made-to-order products created using submitted Artwork.
• “Customer” means any parent, guardian, school, nursery, organisation, or individual participating in the project.
• “Organiser” means the school, nursery, PTA, organisation, or nominated individual coordinating the project.
• “Parent” means a parent, guardian, or authorised adult placing an order.
• “Products” means goods manufactured by Print Junction Ltd.
• “Project” means the Xmas4Schools fundraising and personalised product programme.
• “Website” means any website or online portal operated by Print Junction Ltd.

3. Participation in the Project

3.1 Requesting a project pack or registering interest in the Project does not create any obligation for a school or organisation to participate.

3.2 Schools and organisers act solely as facilitators of the Project. The contract for the purchase of Products is between the Parent/customer and Print Junction Ltd.

3.3 Schools and organisers are not responsible for manufacturing, fulfilment, delivery, payment processing, or product defects.

3.4 Parents may only place orders online through the official Xmas4Schools ordering platform.

3.5 Project organisers will have access to an organiser portal which may display:

• participating children’s names;
• order summaries;
• fundraising totals.

No payment card information will be visible to organisers.

3.6 Organisers are responsible for ensuring they have appropriate authority to submit any personal data entered into the organiser portal.

3.7 We reserve the right to refuse participation in the Project at our discretion.

3.8 At present, participation is limited to schools and organisations located within mainland United Kingdom and Northern Ireland.

4. Orders & Payment

4.1 All orders must be placed online.

4.2 Payments are processed securely via approved third-party payment providers, including Checkout.com.

4.3 Print Junction Ltd does not store full payment card details.

4.4 We reserve the right to refuse, suspend, investigate, or cancel any order suspected of:

• fraud;
• unauthorised activity;
• misuse of the Website;
• abusive conduct.

4.5 Parents and customers placing orders confirm they are aged 18 years or over and have authority to submit Artwork and personal information relating to participating children.

4.6 Product names, spellings, and personalisation details will be printed exactly as entered and confirmed during the ordering process.

4.7 Customers are responsible for checking all spelling, wording, and order information carefully before confirming an order.

4.8 Orders containing customer input errors may not qualify for free replacement or refund.

4.9 We reserve the right to correct pricing errors, technical issues, or Website inaccuracies affecting orders.

5. Artwork Submission & Requirements

5.1 Artwork should follow the supplied Artwork Guidelines wherever possible.

5.2 Artwork must initially be returned using the approved returns materials supplied by Print Junction Ltd, including:

• the supplied class bags;
• supplied artwork boxes;
• the supplied Freepost returns label.

5.3 Parents must not post Artwork directly to Print Junction Ltd.

5.4 Schools and organisers are responsible for collating and returning Artwork by the agreed submission deadline.

5.5 Schools and organisers reserve the right to refuse to submit Artwork received after their internally communicated submission deadline.

5.6 A late Artwork process may become available only after the main bulk Artwork submission has been received and processed by Print Junction Ltd.

5.7 Where a late Artwork system is made available, Artwork may be submitted digitally via approved organiser upload systems only.

5.8 We cannot guarantee reproduction quality where Artwork:

• is not A4 size;
• contains metallic or reflective materials;
• includes white or silver media on white backgrounds;
• contains detachable items or collage elements;
• is damaged during transit;
• has important details positioned too close to the edge.

5.9 Where Artwork is submitted in a non-standard size or shape, reasonable production discretion may be applied when cropping or positioning the image.

5.10 If orientation instructions are unclear or omitted, Print Junction Ltd may apply reasonable production discretion.

5.11 If multiple pieces of Artwork are submitted with a single order form and no written clarification is included, we reserve the right to determine which Artwork will be processed.

5.12 Where duplicate parent forms are submitted for the same child’s Artwork, the Artwork may be scanned separately for each associated order.

5.13 We reserve the right to refuse to reproduce any Artwork or wording which, in our reasonable opinion, is:

• offensive;
• unlawful;
• discriminatory;
• defamatory;
• obscene;
• inappropriate.

5.14 Parents and organisers are responsible for ensuring they have authority to submit the Artwork.

6. Late Artwork

6.1 Late Artwork submissions cannot be guaranteed inclusion in the Project.

6.2 Acceptance of late Artwork depends on:

• production timelines;
• courier timings;
• the stage of the Project already reached.

6.3 We do not accept late Artwork submissions directly from parents.

6.4 Physical late Artwork submitted after the agreed deadline may not be returned.

6.5 Print Junction Ltd accepts no responsibility for Artwork lost in transit before receipt.

6.6 Customers are responsible for obtaining proof of postage where appropriate.

7. Product Quality & Colour Reproduction

7.1 Due to the nature of digital printing and varying art materials, colours and shading may not reproduce exactly as they appear on original Artwork.

7.2 Customers acknowledge that minor variations in:

• colour;
• positioning;
• cropping;
• brightness;
• ceramic finishes;
• print alignment;

may occur during production.

7.3 Ceramic products may vary slightly in base colour and finish between manufacturing batches.

7.4 Minor variations inherent in the production process shall not constitute defects.

8. Late Orders

8.1 Late ordering may be offered at the discretion of Print Junction Ltd following closure of the main online ordering period.

8.2 Late orders will be delivered directly to the delivery address entered at checkout.

8.3 Additional delivery charges and processing fees may apply to late orders and will be clearly displayed during checkout.

8.4 Reprints relating to orders placed during the original online ordering period will normally be delivered back to the participating school, nursery, or organisation.

8.5 Where a reprint of a late order is authorised by Print Junction Ltd, the replacement item will normally be delivered to the original delivery address entered at checkout.

8.6 Print Junction Ltd reserves the right to close or suspend late ordering without notice.

9. Deliveries

9.1 Organisers must return completed Artwork by the agreed deadline using the supplied returns process.

9.2 Unless otherwise agreed, completed customer orders will be delivered to the participating school, nursery, or organisation.

9.3 Delivery times are estimates only and are not guaranteed.

9.4 Deliveries are carried out using third-party courier and postal providers.

9.5 Risk in the Products passes upon delivery to the school, nursery, or organisation.

9.6 Customers and organisers must inspect deliveries upon receipt.

9.7 Missing or visibly damaged items must be reported within 3 working days of delivery.

9.8 Claims submitted outside this timeframe may be refused except where required by law.

9.9 Orders may be dispatched across multiple parcels depending on order size and courier handling requirements.

9.10 Multi-box deliveries may arrive at different times or on different days.

9.11 Where a school or organisation is closed at the time of delivery, re-delivery arrangements will be subject to the courier’s own operational procedures.

9.12 Where parcels are believed to be lost during transit before confirmed delivery, Print Junction Ltd will make reasonable efforts to investigate the matter with the relevant delivery provider.

9.13 Where missing parcels cannot reasonably be located within an appropriate timeframe, Print Junction Ltd may at its discretion:

• provide replacement Products;
• provide refunds;
• provide partial reimbursement.

9.14 During peak seasonal periods, particularly close to Christmas closure dates, replacement production may not always be possible and refunds may instead be offered.

9.15 We are not liable for delays caused by:

• courier disruption;
• weather events;
• postal delays;
• industrial action;
• peak seasonal demand;
• circumstances beyond our reasonable control.

9. Fundraising Commission

9.1 Commission payments are made to participating schools and organisations once all active Xmas4Schools Projects for the relevant season have closed and fundraising totals have been finalised.

9.2 Commission may be paid by:

• cheque; or
• BACS transfer where requested.

9.3 Commission is payable only on qualifying orders processed as part of the main Project.

9.4 Late orders may not qualify for commission.

9.5 Schools and organisations must achieve a minimum qualifying order value of £150 before commission becomes payable.

9.6 Once the minimum threshold has been reached, commission shall be calculated on all qualifying sales.

9.7 Commission cheques must be cashed within 6 months of issue.

9.8 We reserve the right not to reissue expired commission payments unless otherwise agreed.

9.9 Print Junction Ltd reserves the right to withhold or adjust commission where:

• refunds are issued;
• fraudulent orders are identified;
• chargebacks occur;
• administrative errors arise.

10. Returns, Refunds & Faulty Products

10.1 Under Regulation 28(1)(b) of the Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, personalised and bespoke products are exempt from the standard 14-day cancellation period.

10.2 Once production of personalised Products has commenced, orders cannot usually be cancelled or amended.

10.3 Customers must report:

• missing or damaged items within 3 working days of receipt;
• faulty items within 30 calendar days of receipt.

10.4 Fault reports should include:

• the child’s name;
• school or organisation name;
• order information;
• photographs of the issue where possible.

10.5 Where Products are confirmed to be faulty due to production error, we may at our discretion:

• provide a replacement;
• provide a refund;
• provide partial reimbursement.

10.6 Products will not normally qualify for refund or replacement where issues arise from:

• customer spelling errors;
• incorrect order information;
• Artwork limitations;
• normal print variation;
• customer failure to follow Artwork Guidelines.

10.7 Nothing in these Terms affects the customer’s statutory rights under applicable law.

11. Digital Artwork Storage

11.1 Submitted Artwork may be scanned and stored digitally for production, customer support, and administrative purposes.

11.2 Artwork will normally be retained until January following the relevant Project year.

11.3 In certain circumstances, digital Artwork may be retained for longer periods for purposes including:

• customer support;
• reprint requests;
• historical project administration;
• marketing sample usage;
• legitimate business record keeping.

11.4 Print Junction Ltd reserves the right to securely retain anonymised or archived Artwork files where reasonably necessary for legitimate business purposes.

11.5 Customers may request a copy of their child’s scanned Artwork.

11.6 Copies will only be supplied where:

• the requesting individual’s details match the original order information; and
• the request relates solely to their own child’s Artwork.

11.7 We reserve the right to refuse requests where identity or entitlement cannot reasonably be verified.

12. Intellectual Property & Marketing Usage

12.1 Customers retain ownership of their original Artwork.

12.2 By submitting Artwork, customers grant Print Junction Ltd a non-exclusive, royalty-free licence to:

• scan;
• digitise;
• reproduce;
• resize;
• edit for production purposes;
• print;
• distribute;
• store;

the Artwork for the administration and fulfilment of the Project.

12.3 Print Junction Ltd may use anonymised Artwork examples for marketing, promotional materials, social media, samples, and website content.

12.4 Such Artwork examples will not intentionally include:

• child surnames;
• identifiable school names;
• personal contact information.

12.5 Photographs featuring children will never be used without specific permission.

12.6 Customers confirm that submitted Artwork does not infringe any third-party intellectual property rights.

13. Data Protection & Privacy

13.1 Print Junction Ltd processes personal data in accordance with:

• UK GDPR;
• the Data Protection Act 2018;
• applicable electronic marketing laws.

13.2 Personal data processed may include:

• child first names;
• parent contact details;
• organiser details;
• order information;
• submitted Artwork.

13.3 Personal data is processed for purposes including:

• project administration;
• order fulfilment;
• customer service;
• fundraising administration;
• marketing communications;
• legal compliance.

13.4 Customer data is stored securely.

13.5 Customer data may be retained indefinitely where reasonably required for:

• repeat project administration;
• customer support;
• legal obligations;
• legitimate business interests.

13.6 Customers may opt out of marketing communications at any time.

13.7 Marketing communications may include information relating to Xmas4Schools and associated brands including Tiger Tags.

13.8 Marketing emails may be sent via approved third-party providers including EmailOctopus.

13.9 We use cookies, analytics tools, and related technologies on our Website.

13.10 Full details of how personal data is processed are contained within our Privacy Policy available at: https://xmas4schools.co.uk/privacy

14. Website Usage

14.1 While we take reasonable steps to maintain Website availability, uninterrupted access cannot be guaranteed.

14.2 Print Junction Ltd shall not be liable for Website downtime, technical interruptions, or hosting provider failures.

14.3 Customers must not misuse the Website by knowingly introducing:

• viruses;
• malware;
• malicious code;
• unauthorised access attempts.

14.4 We reserve the right to suspend access where misuse is suspected.

15. Events Outside Our Control

15.1 Print Junction Ltd shall not be liable for failure or delay caused by circumstances beyond our reasonable control.

15.2 Such events may include:

• industrial disputes;
• courier delays;
• postal disruption;
• severe weather;
• flood;
• fire;
• epidemic or pandemic;
• terrorism;
• war;
• supply shortages;
• utility failures;
• cyber incidents.

15.3 Where possible we will:

• notify affected customers;
• minimise disruption;
• provide Website updates.

15.4 We reserve the right to cancel orders and issue refunds where production cannot reasonably proceed.

16. Limitation of Liability

16.1 To the fullest extent permitted by law, Print Junction Ltd shall not be liable for:

• indirect or consequential losses;
• loss of profits or fundraising income;
• reputational loss;
• courier delays;
• postal loss before receipt;
• colour variation;
• minor print variation;
• customer input errors.

16.2 Our total liability relating to any order shall not exceed the total amount paid for the affected Products.

16.3 Nothing in these Terms excludes or limits liability for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation;
• any liability which cannot legally be excluded.

17. Governing Law

These Terms and any dispute or claim arising from them shall be governed by and interpreted in accordance with the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction.

18. Contact Information

Customer Service: [INSERT PHONE NUMBER] [INSERT EMAIL ADDRESS]

Website: [INSERT WEBSITE]

Additional Product & Delivery Terms

19. Product Safety & Care

19.1 Ceramic mugs supplied by Print Junction Ltd are both dishwasher and microwave safe when used in accordance with normal domestic use.

19.2 Tea towels supplied by Print Junction Ltd are machine washable and suitable for tumble drying.

19.3 Certain products including:

• keyrings;
• magnets;
• snow globe blocks;

may contain small parts or liquid components and are intended as keepsake items only.

19.4 Products are not intended to be used as toys.

19.5 Adult supervision is recommended where products are handled by young children.

19.6 Customers are responsible for using products appropriately and in accordance with any supplied care instructions.

20. Distribution

20.1 Once delivered to the school, nursery, or organisation, responsibility for distribution of Products to parents and children rests with the organiser.

20.2 Print Junction Ltd is not responsible for Products lost after confirmed delivery to the school, nursery, or organisation.

21. Artwork Damage & Loss

21.1 Print Junction Ltd will take reasonable care when handling submitted Artwork.

21.2 Where Artwork arrives damaged, we will make reasonable efforts to restore or reproduce the Artwork where possible.

21.3 If Artwork cannot reasonably be reproduced due to damage, loss, or quality issues, the school or organiser may be contacted and invited to submit replacement Artwork.

21.4 Print Junction Ltd accepts no liability for Artwork lost by third-party delivery providers before receipt at our premises.

21.5 Original Artwork submitted physically may not always be returnable.

21.6 Customers are advised to retain copies or photographs of important Artwork before submission.

22. Duplicate Orders & Amendments

22.1 Duplicate orders reported before online ordering closes and before production commences may qualify for cancellation or refund.

22.2 Once online ordering has closed and production has commenced, changes, amendments, or cancellations cannot usually be made.

22.3 Requests for changes submitted after production has commenced may be refused.

23. School Withdrawal

23.1 Schools or organisations may withdraw from participation before Artwork has been submitted and before online ordering has commenced.

23.2 If Artwork has already been submitted and the school wishes to withdraw before online ordering begins, written notice must be provided and Artwork may be returned where reasonably possible.

23.3 Schools and organisations may not withdraw from the Project once online ordering has commenced and customer orders have been received.

24. Product Availability & Substitutions

24.1 All Products are subject to availability.

24.2 In rare circumstances where a Product becomes unavailable after ordering, including during reprint requests, Print Junction Ltd may at its discretion:

• offer a reasonable substitute product of equal value; or
• provide a refund.

24.3 Customers are not obliged to accept substitute products.

25. Marketing Communications

25.1 Print Junction Ltd may send marketing communications relating to:

• Xmas4Schools;
• Tiger Tags;
• related school fundraising products and services.

25.2 Marketing communications may be sent under legitimate interest where permitted by applicable law.

25.3 All marketing communications will include an unsubscribe option.

25.4 Customer reviews publicly submitted via platforms such as Google Reviews may be referenced in marketing materials.

25.5 Schools or organisations may occasionally be referenced or tagged in marketing or social media content where appropriate.

26. Insurance

26.1 Print Junction Ltd maintains appropriate business and liability insurance policies.

26.2 Physical Artwork submitted to Print Junction Ltd is not individually insured.

27. Website Usage

27.1 While we take reasonable steps to maintain Website availability, uninterrupted access cannot be guaranteed.

27.2 Print Junction Ltd shall not be liable for Website downtime, technical interruptions, or hosting provider failures.

27.3 Customers must not misuse the Website by knowingly introducing:

• viruses;
• malware;
• malicious code;
• unauthorised access attempts.

27.4 We reserve the right to suspend access where misuse is suspected.

28. Events Outside Our Control

28.1 Print Junction Ltd shall not be liable for failure or delay caused by circumstances beyond our reasonable control.

28.2 Such events may include:

• industrial disputes;
• courier delays;
• postal disruption;
• severe weather;
• flood;
• fire;
• epidemic or pandemic;
• terrorism;
• war;
• supply shortages;
• utility failures;
• cyber incidents.

28.3 Where possible we will:

• notify affected customers;
• minimise disruption;
• provide Website updates.

28.4 We reserve the right to cancel orders and issue refunds where production cannot reasonably proceed.

29. Limitation of Liability

29.1 To the fullest extent permitted by law, Print Junction Ltd shall not be liable for:

• indirect or consequential losses;
• loss of profits or fundraising income;
• reputational loss;
• courier delays;
• postal loss before receipt;
• colour variation;
• minor print variation;
• customer input errors.

29.2 Our total liability relating to any order shall not exceed the total amount paid for the affected Products.

29.3 Nothing in these Terms excludes or limits liability for:

• death or personal injury caused by negligence;
• fraud or fraudulent misrepresentation;
• any liability which cannot legally be excluded.

30. Governing Law

These Terms and any dispute or claim arising from them shall be governed by and interpreted in accordance with the laws of England and Wales.

The courts of England and Wales shall have exclusive jurisdiction.