Shipping Policy

Last Updated: 29 December, 2025

This Shipping Policy describes how Aromagic processes, ships, and delivers orders placed through aromagicsamples.com
Our goal is to ensure full transparency so customers clearly understand shipping costs, delivery times, responsibilities, and procedures before completing a purchase.

By placing an order on our website, you confirm that you have read and agreed to this Shipping Policy.

1. Shipping Destinations

We currently ship to the following European Union countries:

  • Germany
  • Austria
  • Belgium
  • Denmark
  • France
  • Italy
  • Luxembourg
  • The Netherlands
  • Poland
  • Spain
  • Czech Republic
  • Finland

At this time, we do not offer shipping outside the European Union. Any attempt to place an order outside our supported regions may result in automatic cancellation.

2. Shipping Origin

All orders placed on aromagicsamples.com are shipped from Germany.

Our primary shipping and business address is:

Aromagic
Ollenhauerstr. 5
81737 Munich
Germany

All orders are shipped from Munich, Germany.

Shipping from an EU origin ensures:

  • Faster and more reliable delivery within Europe
  • Compliance with EU consumer protection laws
  • No additional customs duties or import fees for EU customers

Please note that while the exact dispatch warehouse within Germany may vary, the shipping origin always remains within the EU, and customers are fully informed of delivery timelines and tracking details once the order is shipped.

3. Product Pricing & Currency

All product prices displayed on aromagicsamples.com are shown in Euros (€).

  • No VAT is charged. Aromagic operates under §19 UStG — prices are VAT-exempt and final.
  • The currency used for all transactions is Euro (EUR)
  • No hidden fees, service charges, or unexpected costs are added after checkout

Before completing your purchase, the full order summary—including product price, shipping cost (if applicable), and total payable amount—is clearly displayed on the checkout page.

We reserve the right to update prices at any time; however, the price confirmed at checkout is the final price charged for your order.

4. Shipping Rates

Germany

  • €4.99 for orders below €60
  • Free shipping for orders of €60 or more

Other EU Countries

(Austria, Belgium, Denmark, France, Italy, Luxembourg, Netherlands, Poland, Spain, Czech Republic, Finland)

  • €10.99 for orders below €90
  • Free shipping for orders of €90 or more

Shipping charges are calculated automatically and displayed during checkout.

5. Order Cut-Off Time

Our daily order cut-off time is:

  • 3:00 PM (15:00)
  • Time zone: (GMT+01:00) Central European Standard Time (Berlin)

Orders placed before 3:00 PM on a business day are typically processed the same day.
Orders placed after 3:00 PM, on weekends, or on German public holidays will be processed on the next business day.

The cut-off time helps us ensure accurate order verification, proper packaging, and timely dispatch.

6. Order Processing & Handling Time

Once an order is placed and payment is successfully confirmed, it enters our processing stage.

  • Processing and handling time: 1–2 business days (Monday to Friday)
  • Processing days: Monday to Friday, excluding public holidays in Germany

Order processing includes:

  • Order verification
  • Product availability checks
  • Quality inspection
  • Secure packaging
  • Preparation for courier pickup

Please note that processing time is separate from delivery time and does not include transit duration.

7. Delivery Time

Delivery time begins after the order has been dispatched.

Germany

  • Delivery Time: 2–3 business days (Monday to Friday)
  • Total Delivery (Processing + Transit Time): 3–5 business days (Monday to Friday)

Other EU Countries

  • Delivery Time: 4–6 business days (Monday to Friday)
  • Total delivery (Processing + Transit Time): 5–8 business days (Monday to Friday)

Delivery times are estimates and may vary due to factors such as courier workload, weather conditions, public holidays, or unforeseen logistical delays.

8. Shipping Carrier & Delivery Method

  • All orders are shipped using DHL
  • In certain regions, DHL may partner with local courier services for final delivery

We select reliable carriers to ensure timely and secure delivery of all orders.

9. Tracking Information

All orders shipped from Aromagic are fully trackable.

  • Tracking information is provided within 24–48 hours after the order has been dispatched
  • Once available, the tracking number is sent to the customer via email
  • Tracking updates depend on DHL’s scanning and system updates

Customers are responsible for monitoring the tracking status after shipment. If tracking information does not update immediately, this usually means the package is in transit between logistics facilities.

If you do not receive your tracking details within 48 hours after dispatch, please contact us for assistance.

10. Packaging & Order Protection

We take packaging seriously to protect products during transit:

  • Orders are securely packaged to minimize movement and damage
  • Fragile items receive additional protective materials
  • Packaging is designed to balance product safety and environmental responsibility

11. Address Accuracy & Verification

Customers must ensure that all shipping details are accurate and complete at checkout.

We are not responsible for:

  • Delays or non-delivery due to incorrect addresses
  • Additional costs caused by re-delivery or address correction requests

Please review your shipping information carefully before placing your order.

12. Order Cancellation

We understand that plans can change. For this reason, we offer a limited cancellation window.

Once the 12-hour window has passed, the order may already be in processing or prepared for shipment and cannot be cancelled.

If an order has already been shipped, cancellation is no longer possible, and the customer must follow the applicable return & refund policy after delivery.

13. Change of Shipping Address

Customers may request a change to the shipping address within 12 hours of placing an order.

  • Address change requests must be sent to support@aromagicsamples.com
  • Requests received after the 12-hour window cannot be guaranteed, as the order may already be processed or prepared for shipment

Once an order has entered the processing or shipping stage, we are unable to modify the delivery address. In such cases, the order will be delivered to the address originally provided at checkout.

We are not responsible for delivery issues caused by incorrect or outdated address information provided by the customer.

14. Failed or Missed Delivery Attempts

If a delivery attempt is unsuccessful due to reasons such as

  • Recipient not available
  • Incorrect or incomplete address
  • Refusal to accept delivery

The courier may:

  • Attempt re-delivery, or
  • Hold the package at a local facility, or
  • Return the package to us

If a package is returned due to failed delivery attempts, additional shipping charges may apply for re-dispatch. These costs must be covered by the customer.

We recommend monitoring tracking updates and ensuring availability at the delivery address to avoid delays.

15. Damaged, Missing, or Incorrect Items

If your order arrives damaged, incomplete, or contains incorrect items, please notify us promptly.

All claims must be reported within 48 hours of delivery

Customers must provide:

  • Order number
  • Clear photos of the received items and packaging

Once the claim is reviewed and verified, we will offer an appropriate resolution, which may include:

  • Replacement of the affected item
  • Partial or full refund, depending on the situation

Claims submitted after 48 hours may not be eligible for resolution.

16. Lost or Delayed Packages

If your order has not arrived within the estimated delivery timeframe or appears to be lost:

  • Please contact us so we can initiate an investigation with DHL
  • Investigation timelines depend on the courier’s internal procedures

While we actively assist in resolving lost or delayed shipments, we are not responsible for delays caused by:

  • Weather conditions
  • Courier operational delays
  • Public holidays
  • Force majeure events

Once the investigation is completed, we will provide an appropriate resolution based on the courier’s findings.

17. Delivery Confirmation

An order is considered successfully delivered once the courier confirms delivery to the address provided at checkout.

We are not responsible for:

  • Loss, theft, or damage occurring after delivery confirmation
  • Packages left unattended at the delivery location upon customer request

Customers are encouraged to choose secure delivery locations and monitor tracking updates closely.

18. VAT, Taxes & Import Fees

  • Aromagic operates under §19 UStG (Kleinunternehmerregelung). No VAT is charged. No customs duties apply for EU shipments.
  • No additional customs duties or import fees apply for shipments within the European Union

Customers will not be required to pay any unexpected charges upon delivery for EU orders.
If tax regulations change in the future, any applicable updates will be clearly communicated before checkout.

19. Customer Responsibilities

To ensure a smooth and timely delivery experience, customers are responsible for the following:

  • Providing accurate, complete, and up-to-date shipping and contact information at checkout
  • Ensuring someone is available to receive the delivery at the provided address, when required
  • Monitoring shipment tracking updates once the order has been dispatched
  • Contacting us promptly if there are any issues related to delivery, damage, or missing items

Failure to fulfill these responsibilities may result in:

  • Delivery delays
  • Failed delivery attempts
  • Additional shipping or re-dispatch costs

Aromagic cannot be held responsible for issues caused by incorrect or incomplete customer-provided information.

20. Our Responsibilities

Aromagic is committed to providing a reliable and transparent shipping experience. We are responsible for:

  • Processing orders within the timelines stated in this Shipping Policy
  • Ensuring products are carefully inspected and securely packaged before dispatch
  • Providing valid and accurate tracking information once the order is shipped
  • Assisting customers with shipping-related questions or concerns in a timely manner

While we make every reasonable effort to meet delivery expectations, we cannot guarantee delivery times once a package is in the courier’s possession.

21. Invoices & Documentation

  • Electronic invoices are issued for all completed orders
  • Invoices are compliant with German tax regulations (§19 UStG).
  • Invoice copies can be requested at any time by contacting support@aromagicsamples.com

Invoices are typically sent electronically and may also be available upon request for record-keeping or accounting purposes.

22. Sustainability & Packaging

We are committed to minimizing our environmental impact without compromising product safety.

Our sustainability efforts include:

  • Using packaging materials that are recyclable or reusable whenever possible
  • Reducing unnecessary packaging and excess materials
  • Optimizing shipment sizes to reduce waste and emissions

We continuously review our packaging and logistics processes to improve sustainability while maintaining high delivery standards.

23. Security & Fraud Prevention

The security of our customers’ information and transactions is a top priority.

  • All payments are processed using secure, encrypted payment technologies
  • Orders may be reviewed as part of our fraud prevention procedures
  • We reserve the right to delay, cancel, or hold orders that appear suspicious or violate our policies

If an order is flagged for security reasons, we may contact the customer to verify details before processing.

24. Business & Contact Information

Registered Company Name: Aromagic

Trading Name: Aromagic Samples

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

VAT Identification Number: DE458806416 (registered for identification purposes only — VAT exempt under §19 UStG)

Registered Address: Ollenhauerstr. 5, 81737 Munich, Germany

Email: support@aromagicsamples.com

Phone: +49 160 6316267

Business hours: 9:00 AM–5:00 PM (Monday to Friday), (GMT+01:00) Central European Standard Time (Berlin)

25. Policy Updates

We may update this Shipping Policy from time to time to reflect operational or legal changes.
Any updates will be published on this page with a revised “Last Updated” date.