Terms of Service

Last Updated: 29 December, 2025

These Terms and Conditions (“Terms,” “Agreement”) govern the access to and use of the website operated under the brand Aromagic (“we,” “us,” “our”), including all related services, transactions, and customer interactions.

By accessing, browsing, or placing an order on our website, you confirm that you have read, understood, and agreed to be legally bound by these Terms.

1. Legal Entity & Business Identification

Registered Company Name: Aromagic

Trading Name: Aromagic Samples

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

VAT Number: DE458806416

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)

2. Scope, Acceptance & Applicability

These Terms and Conditions govern all access to, interaction with, and use of the Aromagic website and services.

They apply to, without limitation:

  • All website visitors, whether browsing casually or reviewing information
  • All registered users and guest customers
  • All purchases, pre-orders, inquiries, communications, and support requests
  • All devices used to access the website, including desktop computers, laptops, tablets, and mobile devices
  • All browsers, operating systems, and access methods

By accessing, browsing, or using this Website in any manner, you acknowledge that you have read, understood, and agreed to be legally bound by these Terms.

If you do not agree with any part of these Terms:

  • You must immediately stop using the Website
  • You must not place any orders or submit personal information
  • Continued use will be considered acceptance of these Terms in full

These Terms apply in addition to any other policies published on our Website, including our privacy-policy, Shipping Policy, Return & Refund Policy, Payment Policy, and Disclaimer.

3. Definitions

To ensure transparency and avoid misunderstandings, the following definitions apply throughout these Terms:

“Customer”
Refers to any individual or legal entity (company, organization, or business) that places an order, attempts to place an order, or interacts with Aromagic for commercial or personal purposes.

“Products”
Refers to all goods, items, samples, or related materials offered for sale or display on the Aromagic Website, whether available for immediate purchase or listed for informational purposes.

“Website”
Refers to the official Aromagic online store accessible at
www.aromagicsamples.com, including all subpages, content, and integrated services.

“Contract”
Refers to the legally binding sales agreement formed only after:

  • Successful payment authorization, and
  • Confirmation of the order by Aromagic via email

Any references to “we,” “us,” or “our” refer exclusively to Aromagic as the operating business entity.

4. User Eligibility & Legal Capacity

To place an order or enter into a legally binding contract with Aromagic:

  • Customers must be at least 16 years of age
  • Customers must have the legal capacity to enter contracts under applicable laws
  • Orders placed by minors without the consent of a legal guardian are considered invalid and may be cancelled without notice

Aromagic reserves the right to:

  • Request proof of age, identity, or legal authorization when necessary
  • Cancel or refuse orders if eligibility requirements are not met
  • Take appropriate action if false or misleading information is provided

These measures are implemented to ensure legal compliance, consumer protection, and transactional security.

5. Account Registration & Security

Some features or services on the Website may require account registration.

When creating or using an account, customers agree to:

  • Provide accurate, complete, and up-to-date information
  • Update account details promptly if changes occur
  • Maintain the confidentiality of login credentials, passwords, and access details

Customers are fully responsible for:

  • All activities conducted under their account
  • Any losses or damages resulting from unauthorized account access caused by negligence, sharing credentials, or failure to secure login information

Aromagic is not liable for:

  • Unauthorized access resulting from customer actions or omissions
  • Losses arising from compromised login credentials due to weak passwords or shared access

We reserve the right to:

Suspend, restrict, or permanently terminate accounts involved in:

  • Fraudulent activity
  • Abuse of policies
  • Repeated violations
  • Misuse of the Website or services

Deny future access if necessary to protect our business and customers

6. Product Information & Accuracy

Aromagic strives to present all product information as accurately, transparently, and clearly as possible.

  • Product descriptions, specifications, and images are provided in good faith
  • Information is based on supplier data, internal records, and reasonable expectations at the time of publication

However, minor variations may occur due to:

  • Supplier or manufacturer updates
  • Packaging or labeling changes
  • Batch or production differences
  • Improvements or reformulations
  • Display differences caused by screen resolution, lighting, or device settings

Important clarifications:

  • Product images are illustrative and non-binding
  • Colors, textures, or packaging appearance may vary slightly
  • Such variations do not constitute defects or grounds for complaint

Aromagic reserves the right to:

  • Update product descriptions at any time
  • Correct typographical, technical, or factual errors
  • Withdraw or modify product listings without prior notice

Customers are encouraged to contact us before placing an order if they require clarification about any product detail.

"All products are fragrance decants — portions transferred from authentic, sealed full bottles into atomizers."

7. Pricing, Currency & Taxation

All prices displayed on the Aromagic website are shown in Euros (€) and apply exclusively to orders placed through our official online store.

Price transparency:
All listed prices represent the final product price, unless explicitly stated otherwise. Any applicable additional costs, such as shipping fees, are clearly displayed before checkout and prior to payment confirmation.

VAT Notice – §19 UStG (German Small Business Regulation):
Aromagic operates under the German small business regulation (§19 UStG).
Therefore:

  • No VAT (Value Added Tax) is charged
  • VAT is not shown on invoices or product prices
  • Prices are displayed as VAT-exempt in accordance with German law

Shipping costs:
Shipping fees vary depending on destination and order value and are calculated and shown separately during checkout before final order submission.

Pricing errors:
Despite careful maintenance, pricing or typographical errors may occasionally occur. Aromagic reserves the right to:

  • Correct incorrect prices or descriptions at any time
  • Cancel or adjust orders affected by obvious pricing errors
  • Notify customers promptly if such corrections are required

Placing an order confirms that you acknowledge and accept the displayed prices and cost breakdown.

8. Order Placement & Contract Formation

By submitting an order on the Website, the customer makes a binding purchase offer for the selected products.

A legally binding sales contract is formed only when all of the following conditions are met:

  1. Successful payment authorization by the selected payment provider
  2. Issuance of an official order confirmation email by Aromagic

Important clarifications:

Automated order acknowledgements or system-generated messages do not constitute acceptance of the order

Aromagic reserves the right to reject or cancel orders if:

  • Payment authorization fails
  • Product availability is incorrect
  • Fraud prevention checks raise concerns
  • Technical or pricing errors are identified

If an order cannot be accepted, customers will be informed promptly, and any authorized payment will be refunded in accordance with our policies.

9. Payment Processing & Authorization

Aromagic accepts the following secure payment methods:

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

Key payment principles:

  • Payments are authorized and captured at the time of checkout
  • All transactions are processed via PCI-DSS compliant third-party payment providers
  • Aromagic does not store full card numbers, CVV codes, or sensitive payment credentials
  • Secure tokenization and encryption are used to protect payment data

Orders are considered confirmed only after successful payment authorization. If payment fails, the order will not be processed.

10. Fraud Prevention & Order Verification

To ensure transactional security and protect customers and our business, Aromagic employs fraud prevention and risk management procedures.

These measures may include:

  • Automated fraud screening systems
  • Manual review of selected transactions
  • Verification of billing, shipping, or identity details
  • Requests for additional information or documentation in high-risk cases

Aromagic reserves the right to:

  • Delay order processing pending verification
  • Cancel or refuse orders deemed suspicious or fraudulent
  • Limit access to services in cases of repeated abuse or confirmed fraud

These actions are taken solely to ensure safe and lawful transactions for all customers.

11. Shipping, Logistics & Risk Transfer

Shipping destinations, delivery timelines, and costs are outlined in detail in our Shipping Policy, which forms an integral part of these Terms.

Important shipping terms:

Delivery timeframes provided are estimates only and are not legally binding

Delays may occur due to:

  • Courier disruptions
  • Weather conditions
  • Customs processing
  • Public holidays or force majeure events

Risk transfer:
The risk of loss or damage transfers to the customer upon successful delivery confirmation by the courier at the specified delivery address.

Customers are responsible for:

  • Providing accurate shipping details
  • Monitoring tracking information
  • Reporting delivery issues promptly

12. International Shipping & Customs

For orders shipped outside Germany or across EU borders:

  • Customers are responsible for complying with local import laws and regulations
  • Customs inspections, clearance delays, or administrative holds are beyond Aromagic’s control
  • Additional customs procedures may affect delivery timelines

Please note:

  • Refused shipments due to customs issues may result in return shipping costs
  • Packages returned due to refusal, incorrect information, or non-compliance may not be eligible for a full refund
  • Any additional fees imposed by authorities remain the customer’s responsibility

Customers are encouraged to review local import requirements before placing an international order.

13. Order Cancellation Policy

Customers may request cancellation of an order within 12 hours of order placement, provided that the order has not yet been processed or shipped.

To submit a valid cancellation request, customers must provide:

  • Order number
  • Full customer name
  • Email address used at checkout

Cancellation requests must be sent via email to support@aromagicsamples.com

Important clarifications:

  • Cancellation requests received after the 12-hour window may not be accepted
  • Once an order has been shipped, cancellation is no longer possible
  • Shipped orders must instead follow the Return & Refund procedures after delivery

Aromagic processes cancellation requests promptly and communicates confirmation via email.

14. Returns, Refunds & Statutory Withdrawal Rights

In accordance with EU consumer protection law, customers located within the European Union are entitled to a 14-day statutory right of withdrawal, starting from the day the goods are delivered.

Return conditions:

  • Products must be unused, unopened, and in original condition
  • Original packaging, labels, and accessories must be included
  • Proof of purchase is required

Refund details:

  • Refunds are issued only to the original payment method
  • Processing time: up to 10 business days (Monday to Friday) after return inspection
  • Bank or payment provider delays are beyond Aromagic’s control

This statutory right exists in addition to any extended return policies offered by Aromagic.

15. Exceptions to Returns & Cancellations

The following items may be excluded from returns or cancellations, as permitted by law:

  • Customized or personalized products
  • Hygiene-sensitive products once opened or used
  • Promotional, clearance, or final-sale items
  • Products damaged due to misuse, negligence, or improper handling by the customer

If an item is not eligible for return, Aromagic will clearly communicate this decision with justification.

16. Customer Responsibilities

To ensure smooth order processing and fair resolution, customers are responsible for:

  • Providing accurate billing, shipping, and contact information
  • Reviewing order confirmation details immediately after purchase
  • Monitoring emails for shipping updates and policy communications
  • Accepting deliveries promptly and cooperating with couriers
  • Reviewing all published policies before placing an order

Failure to meet these responsibilities may result in:

  • Delivery delays
  • Returned shipments
  • Loss of eligibility for refunds or returns

17. Our Responsibilities

Aromagic is committed to maintaining high standards of transparency and fairness. Our responsibilities include:

  • Displaying clear and accurate pricing information
  • Providing secure, compliant payment processing
  • Handling personal data lawfully under GDPR and German BDSG
  • Communicating clearly and promptly with customers
  • Reviewing disputes fairly and objectively

Our goal is to ensure trust, compliance, and customer satisfaction at every stage.

18. Intellectual Property Rights

All content on the Website, including but not limited to:

  • Text, images, graphics, logos
  • Product descriptions
  • Website design and layout

Is protected under:

  • German Copyright Law
  • EU Intellectual Property Regulations

Unauthorized use, reproduction, modification, distribution, or commercial exploitation of any Website content without prior written consent from Aromagic is strictly prohibited and may result in legal action.

19. Prohibited Activities

Users must not engage in any activity that may harm Aromagic, other customers, or the Website, including but not limited to:

  • Fraudulent orders or payment abuse
  • Misuse of promotions or discount codes
  • Attempting to interfere with Website systems or security
  • Submitting false disputes, chargebacks, or claims
  • Violating applicable local, national, or international laws

Violations may result in:

  • Immediate account suspension or termination
  • Order cancellation without refund
  • Legal action where appropriate

20. Limitation of Liability

To the fullest extent permitted by law:

  • Aromagic’s liability is limited to the value of the affected order
  • We are not liable for indirect, incidental, or consequential damages
  • This includes loss of profits, data, or business opportunities

Mandatory statutory consumer rights under German and EU law remain unaffected.

21. Force Majeure

Aromagic shall not be held liable for failure or delay in performance caused by events beyond reasonable control, including:

  • Natural disasters
  • Government actions or regulations
  • Logistics or courier disruptions
  • Cyber incidents or system outages
  • Internet or infrastructure failures

Performance obligations resume once the force majeure condition ceases.

22. Data Protection & Privacy

Aromagic is fully committed to protecting the privacy and personal data of its customers. All personal data is collected, processed, and stored strictly in compliance with applicable data protection laws, including but not limited to:

  • General Data Protection Regulation (GDPR – EU Regulation 2016/679)
  • German Federal Data Protection Act (Bundesdatenschutzgesetz—BDSG)

Personal data may include, but is not limited to, names, contact details, billing and shipping addresses, payment-related information, and order history. Data is processed solely for legitimate purposes such as order fulfillment, customer service, legal compliance, fraud prevention, and communication related to services.

Aromagic implements appropriate technical and organizational security measures to safeguard personal data against unauthorized access, misuse, loss, or disclosure.

Customers have the right to access, rectify, restrict, or request deletion of their personal data, as well as the right to data portability and to lodge complaints with the relevant supervisory authority, in accordance with GDPR provisions.

For comprehensive details regarding data handling practices, user rights, cookies, and third-party processors, customers are strongly encouraged to review our published Privacy Policy, which forms an integral part of these Terms and Conditions.

23. Amendments & Updates

Aromagic reserves the right to amend, modify, update, or replace these Terms and Conditions at any time, without prior individual notice, to reflect changes in legal requirements, business practices, or operational needs.

  • Any updates will become effective immediately upon publication on the Website.
  • The most current version will always be available on this page.
  • Continued access to or use of the Website after such changes constitutes explicit acceptance of the revised Terms.

Customers are advised to review this section regularly to stay informed of any updates that may affect their rights or obligations.

24. Governing Law & Jurisdiction

These Terms and Conditions, as well as any contractual relationship between the customer and Aromagic, shall be governed by and construed in accordance with the laws of the Federal Republic of Germany, excluding conflict-of-law provisions.

  • Place of jurisdiction: Munich, Germany

This clause does not affect mandatory consumer protection rights granted under applicable EU consumer law, particularly for consumers residing within the European Union.

25. Dispute Resolution

Aromagic is neither obliged nor willing to participate in alternative dispute resolution proceedings before a consumer arbitration board (Verbraucherschlichtungsstelle).

However, in accordance with EU Regulation No. 524/2013, consumers residing in the European Union may use the EU Online Dispute Resolution (ODR) Platform for resolving disputes related to online purchases:

EU ODR Platform:
https://ec.europa.eu/consumers/odr/

We always encourage customers to contact us directly first, as most concerns can be resolved quickly and amicably through our customer support team.

26. Severability Clause

If any provision of these Terms and Conditions is found to be invalid, unlawful, or unenforceable by a court of competent jurisdiction, such provision shall be deemed severed from the Terms.

  • The remaining provisions shall remain fully valid, binding, and enforceable.
  • The invalid provision shall be replaced by a legally permissible provision that most closely reflects the original intent.

27. Entire Agreement

These Terms and Conditions constitute the entire agreement between the customer and Aromagic concerning the use of the Website and the purchase of products or services.

They supersede and replace all prior or contemporaneous agreements, understandings, representations, or communications, whether written or oral, relating to the same subject matter.

28. Contact Information

For questions regarding these Terms or your orders, contact us:

Registered Company Name: Aromagic - Trading Name: Aromagic Samples

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

VAT Number: DE458806416

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)