Payment Policy

Last Updated: 29 December, 2025

This Payment Policy describes how Aromagic (“we,” “us,” or “our”) accepts, processes, secures, verifies, and manages payments made through aromagicsamples.
Our goal is to provide customers with a transparent, secure, and reliable payment experience, fully compliant with EU consumer law and Google Merchant Center requirements.

1. Accepted Payment Methods

We accept the following secure and widely used payment methods:

Visa
Mastercard
Maestro
American Express
UnionPay
Klarna
Bancontact
EPS
Apple Pay
Shop Pay
PayPal
Google Pay

Payment method availability may vary depending on:

Customer location
Device or browser compatibility
Payment provider restrictions

Only the payment methods displayed at checkout are available for use on a specific order.

2. Payment Currency

All product prices, shipping fees, taxes, and total charges are displayed and processed in Euros (€).

We do not support checkout in any other currency.

If your bank or card provider uses a different currency, they may apply:

Currency conversion rates
Foreign transaction fees

These charges are determined solely by your payment provider and are outside our control.

3. Pricing Transparency & Final Amount

We are committed to full pricing transparency.

Product prices are clearly shown on product pages.
Shipping costs are calculated and displayed at checkout.
Applicable VAT is included in the final price unless otherwise stated.
The total payable amount is confirmed before payment authorization.

We do not apply hidden fees, post-purchase surcharges, or undisclosed charges.

4. Payment Authorization, Capture & Order Validation

When a customer places an order on our website, the payment process follows a clear and structured flow to ensure accuracy and security.

Payments are authorized and captured immediately at checkout.
An order is considered successfully placed only after full payment authorization has been completed.
If payment authorization fails for any reason, the order will not be processed, prepared, or shipped.
In certain situations, such as high-value orders or transactions flagged by our payment partners, additional verification may be required before the order is approved.
Verification may include identity confirmation, payment validation, or address confirmation.
Once payment is successfully completed and validated, a confirmation email is automatically sent to the customer with order details.

We reserve the right to cancel or hold an order if payment verification cannot be completed successfully.

5. Payment Security & Data Protection

We take payment security and customer data protection extremely seriously and apply industry-recognized standards to safeguard all transactions.

Our security measures include:

A fully SSL-encrypted checkout environment, ensuring secure data transmission
Use of PCI-DSS–compliant third-party payment processors
We do not store full credit card numbers, CVV codes, or sensitive payment credentials on our servers
Secure tokenization technology is used by payment gateways to protect transaction data

All payment information is processed directly by certified payment service providers. Aromagic does not have access to, nor does it store, sensitive payment details.

6. VAT, Taxes & Regulatory Compliance

We operate in compliance with applicable EU tax laws and transparency requirements.

All prices displayed on our website are VAT-inclusive, unless clearly stated otherwise.
VAT is calculated in accordance with EU VAT regulations.
The applicable VAT rate may vary depending on the shipping destination within the European Union.
For shipments within the EU, customs duties or import taxes generally do not apply.
A VAT-compliant electronic invoice is automatically issued for every completed order and sent to the customer.

VAT Number: DE458806416

Customers are advised to review invoice details carefully and contact us if corrections are required.

7. Installments, Deferred & Buy-Now-Pay-Later Payments

If installment-based or deferred payment options (such as Klarna) are available at checkout, the following conditions apply:

Installment and deferred payment options are offered and managed exclusively by the payment provider.
Approval is subject to the provider’s independent eligibility checks and risk assessment.
Aromagic does not control approval decisions, payment schedules, interest charges, or installment terms.
Customers are responsible for complying with the payment provider’s repayment schedule and terms.

Any disputes related to installment payments must be addressed directly with the payment provider.

8. Failed, Declined or Interrupted Payments

Payments may fail, be declined, or be interrupted for various reasons, including but not limited to:

Incorrect or incomplete payment details
Insufficient funds or credit limits
Restrictions imposed by the card issuer or bank
Security or fraud-prevention checks
Network errors or technical issues

If a payment fails:

The order will not be confirmed
No products will be reserved or shipped
Customers may retry using a different payment method

Repeated payment failures may result in temporary checkout restrictions for security reasons.

9. Payment Confirmation & Receipts

After successful payment:

Customers receive an automatic order confirmation email
The email includes order details, payment confirmation, and transaction information
A digital receipt and VAT-compliant invoice are issued electronically
Customers may request additional invoice copies by contacting our support team

It is the customer’s responsibility to ensure that the provided email address is correct.

10. Refunds & Payment Reversals

Refunds are handled in a transparent and consistent manner.

Refunds are issued only after return approval or confirmed order cancellation
All refunds are processed to the original payment method used at checkout
Refunds are processed within up to 10 business days (Monday to Friday)
Banks or payment providers may require additional time to credit the refunded amount

Refund timelines do not include external processing delays caused by banks or payment providers.

11. Chargebacks & Payment Disputes

We encourage customers to contact us directly before initiating a chargeback.

Chargebacks can delay resolution and increase processing time
Unnecessary disputes may result in account restrictions
We fully cooperate with payment providers during chargeback investigations
Accurate documentation and communication help ensure faster resolution

Filing a chargeback without contacting us first may affect future purchasing eligibility.

12. Fraud Prevention, Verification & Risk Management

To protect customers and our business from fraud and unauthorized activity:

Orders may be reviewed as part of our fraud prevention process
Additional verification may be requested for high-risk or unusual transactions
Orders may be temporarily held, cancelled, or refunded if fraud is suspected
We reserve the right to refuse service in cases of confirmed fraudulent activity

These measures are implemented to maintain a secure and trustworthy shopping environment.

13. Payment Method Restrictions

For clarity and transparency:

Cash on Delivery (COD) is not accepted
Bank transfers and checks are not accepted
Some payment methods may be unavailable in certain countries or regions
Available payment options are always displayed during checkout

Customers are advised to review available payment methods before placing an order.

14. Customer Responsibilities

To ensure smooth payment processing and prevent delays, customers are responsible for:

Providing accurate billing information: Ensure that all billing details, including name, address, email, and payment information, are correct and match the payment method.
Using authorized payment methods: Only use payment methods that you are legally authorized to use. Unauthorized use of third-party cards or accounts may result in failed transactions and order cancellation.
Ensuring sufficient funds or credit availability: Verify that your account or card has enough funds or credit to complete the transaction. Failed payments due to insufficient funds may cause order delays or cancellation.
Reviewing order confirmation details carefully: Check order details, shipping information, and the total amount before completing the purchase.

Important: Providing incorrect or incomplete information may result in payment failure, delayed order processing, or cancellation. Customers are encouraged to contact support immediately if any information needs correction.

15. Our Responsibilities

Aromagic is committed to ensuring a safe, transparent, and reliable payment experience. Our responsibilities include:

Secure payment processing: All transactions are encrypted and processed via trusted PCI-DSS–compliant payment providers.
Transparent pricing and tax disclosure: We display all product prices, shipping fees, and VAT clearly during checkout.
Timely confirmation of successful payments: Customers receive order confirmation emails immediately after successful payment.
Issuing valid invoices and receipts: All transactions generate VAT-compliant invoices and digital receipts.
Supporting customers with payment-related inquiries: Our customer support team is available to assist with questions or issues regarding payments, refunds, or disputes.

16. Payment Errors & Technical Issues

In rare cases, payment errors or technical issues may occur. Examples include:

Duplicate charges: If the same payment is processed twice, we will investigate and refund any duplicate charges.
Incorrect amounts: Errors in transaction amounts will be corrected promptly upon verification.
Technical checkout issues: Network interruptions or system errors during checkout may prevent payment completion.

Action for Customers:

Contact us immediately at support@aromagicsamples.com or via phone if you notice any payment errors.
Provide transaction details, screenshots, or confirmation emails for faster resolution.
Verified errors will be corrected promptly, including refunds or order adjustments as needed.

17. Third-Party Payment Providers

All payments are processed through trusted third-party payment providers.
These providers have their own privacy policies, security standards, and user agreements, which apply in addition to this Payment Policy.
Aromagic does not control the internal processing, approval decisions, or operational policies of these providers.
Customers should review the terms and policies of payment providers when using their services.
Any disputes or issues specifically related to a payment provider’s system should be reported to both the provider and Aromagic for coordinated resolution.

18. Business Information

Registered Company Name: Aromagic

Company Registration Number (W-IdNr.): DE458806416-00001