Terms of Service

Terms of Service

 

1. General

1.1 All services provided by InspectoHub sp. z o.o. (hereinafter referred to as "InspectoHub") are governed by these general terms of service, which take precedence over any other purchase terms. These terms include and incorporate by reference the Privacy Policy and Cookie Policy, which may be applicable and modified by us from time to time (hereinafter collectively referred to as the "Terms of Service"). We reserve the right to amend these Terms of Service at any time. Any changes become binding upon their publication in this section on the website www.inspectohub.com. Therefore, we recommend regularly reviewing this section to stay updated on the latest version of the Terms of Service. The date of the last update can be found at the top of the page in the "Effective Date" section.

1.2 The services provided by InspectoHub to the entity or individual from whom the instructions for action originated (hereinafter referred to as the "Client") are carried out using techniques and processes that ensure an independent, impartial, and objective approach. The final outcome of the service is a document (hereinafter referred to as the "Report"), containing the collected information requested from InspectoHub. The Report may be delivered in the form of an online report or a written document.

1.3 No party other than the Client is authorized to issue instructions to InspectoHub, particularly regarding the scope of the inspection or the form of Report delivery, unless they have appropriate authorization granted by the Client.

 

2. Provision of Services

2.1 Acting as an independent third party, InspectoHub provides service results in the form of reports to help mitigate risks faced by the beneficiaries of InspectoHub’s services and to support them in ensuring product quality. The services provided by InspectoHub (hereinafter referred to individually or collectively as the “Services”) include, but are not limited to, the following:

  • Audits of factories, manufacturing, and processing facilities;

  • Product quality inspections;

  • Container loading inspections;

  • Quality assurance and compliance services.

 

3. Duties and Obligations of InspectoHub

3.1 InspectoHub reserves the right to decide at its sole discretion whether to accept or reject service orders and cannot be compelled to accept or held liable for refusing to perform a service related to:

  • Products or services that fall outside its scope of business or expertise;

  • Services that face geographical accessibility challenges, such as providing services or inspecting products in inaccessible or exceptionally remote areas;

  • Services requiring InspectoHub to obtain special permits to operate, such as government authorizations.

3.2 InspectoHub undertakes to provide the accepted Services professionally and in a timely manner, in accordance with best industry practices and in compliance with:

  • Specific Client instructions provided at the time of ordering the Services and confirmed by InspectoHub—the terms of execution must be duly signed by both the Client and InspectoHub. In the absence of such instructions:

    • Relevant professional standards, industry customs, or trade practices;

    • Methods deemed appropriate by InspectoHub from a technical, operational, and/or financial perspective.

3.3 InspectoHub commits to exercising due diligence and professionalism in selecting and assigning its personnel to carry out the Services.

 

4. Duties and Obligations of the Client

4.1 Taking all reasonable steps to ensure InspectoHub has access to the location and materials on which the Services are to be based;

4.2 Providing InspectoHub with all necessary information, samples, and documents required for the performance of the ordered Services in a timely manner (and in any case no later than 48 hours before the scheduled Service), excluding publicly available documents such as norms and standards, either directly or through the Client’s suppliers or agents;

4.3 Ensuring that appropriate instructions and notifications are given in a timely manner to enable the proper execution of the ordered Services;

4.4 Informing InspectoHub of the start or resumption date of the Services and any key dates related to the subject of the Services;

4.5 Generally providing InspectoHub with all reasonable assistance by supplying the necessary instructions, information, documents, and safety and security data concerning working conditions, required equipment, and access (as applicable).

4.6 Documents reflecting agreements between the Client and third parties or third-party documents—if provided to InspectoHub—are considered for informational purposes only and do not expand or limit the scope of the Services or the obligations accepted by InspectoHub.

 

5. Invoicing, Fees, and Payments

5.1 Payments

Payment is expected upon booking before the Services are performed unless otherwise agreed individually between the Parties.

Invoices will be issued after the Services have been completed and sent according to the schedule agreed upon between InspectoHub and the Client.

InspectoHub offers two payment methods, accepting both online and offline payments:

  • Online payments: InspectoHub accepts payments through online payment service providers. Payments made via external payment processing services are subject to their terms and processing fees.

  • Offline payments: Invoices may be paid via traditional bank transfer. Invoices are due immediately upon receipt, and each party bears its own bank fees (including intermediary bank fees if the Client's bank does not process the transfer directly). Any payment delay will result in interest charges in accordance with the Civil Code.

5.2 Order Cancellation Fees: For Inspections and Audits, we accept order cancellations until 10:00 AM (China Time) on the day before the scheduled Service. After this time, the scheduled Services will be fully charged, even if the Service does not take place on the planned day.

In cases where the Supplier fails to provide goods for inspection or cancels the Audit conducted by InspectoHub on the scheduled day, InspectoHub recommends that the Supplier bear the cost of the Service.

5.3 If InspectoHub is unable to perform or complete the ordered Services due to reasons beyond its control, such as but not limited to Force Majeure or incorrect information provided by the Client or Factory (e.g., goods not ready for inspection despite prior confirmation by the Factory), the Client agrees to:

  • 5.3.1 Reimburse all expenses and costs incurred in connection with these Services;

  • 5.3.2 Pay a proportional part of the fees for the Services actually performed and release InspectoHub from liability for partial or incomplete performance of the Services.

5.4 Samples Provided by the Client for Inspection: If a sample for inspection is provided by the Client and shipped to InspectoHub’s office in China, and then needs to be sent back to the Client’s factory, and the shipping cost exceeds USD 5, the shipping fee will automatically be added to the final invoice amount.

5.5 Inspection and Audit Orders: The prices for the so-called Man-Day (MD) "Inspector's Workday" provided by InspectoHub are valid only for on-site service execution on the scheduled day. Additional services such as audit document reviews, consulting, training, workshops, etc., may not be included in the "Workday" price and will be quoted separately. The Client will be informed of all service-related costs before the execution.

5.6 Taxes

All orders must be paid without any deductions or withholdings related to taxes, fees, duties, or other charges imposed by governmental, state, regional, or other authorities in the Client's country of registration or country of operation, or in accordance with applicable double taxation avoidance agreements, except where required by law. If any deduction or withholding is required by law, the Client agrees to pay InspectoHub an additional amount so that after the deduction or withholding, the amount paid corresponds to the net order price.

5.7 Fee Adjustments

InspectoHub service fees may be changed at any time upon prior notification to the Client and acceptance by the Client. The new prices will take effect from the date specified by InspectoHub and will apply to all services provided from that date onward.

 

6. Liability and Indemnification

6.1 Limitation of Liability

6.1.1 InspectoHub is not an insurer or guarantor and disclaims such a role. Clients seeking insurance coverage for losses and damages resulting from defective products should insure their goods independently of InspectoHub, e.g., through an appropriate insurer.

InspectoHub is not responsible for the condition of goods after the completion of the Service, including goods inspected during the Service. This is due to potential changes in the condition of the goods after the inspection, which may result from:

  • Damage to goods by the factory after the inspector has left,

  • Substitution of goods by the factory after the inspector has left,

  • Damage to goods during loading for transport,

  • Damage to goods during transport,

  • Damage to goods during unloading.

For other Services (including Factory Audits), InspectoHub is not liable for the accuracy of data provided during the Service by the factory, nor for any errors or inaccuracies in that data arising from incorrect information provided by the factory, its employees, or representatives. InspectoHub operates solely based on information and documents provided by the factory or Client and has no obligation to verify them unless expressly agreed as part of the provided services.

6.1.2 In accordance with Client instructions accepted by InspectoHub (as specified in the order), InspectoHub will issue a Report referring to the facts recorded within the agreed scope, based on documents and information provided by the Client. InspectoHub is not obligated to report facts or circumstances beyond the specified scope of its task.

6.1.3 Advice provided by InspectoHub pertains only to documents and information supplied by the Client, and the company is not liable if incomplete or incorrect information was received.

6.1.4 If the Client, factory, or representatives of the Client or its employees provide incorrect information, InspectoHub shall not be held liable.

6.1.5 InspectoHub commits to exercising due diligence and applying the necessary care and skills in performing its services and shall only be held liable in cases of gross negligence or willful misconduct, which must be proven by the Client.

6.1.6 InspectoHub does not repack goods after inspection; this task should be performed by the supplier. If the Client requests InspectoHub to repack the goods, the company is not liable for any damage or loss resulting from the repacking process.

6.1.7 In the case of a Factory Audit requested by the Client, InspectoHub will carry out the Service with due diligence and prepare a descriptive report. InspectoHub is not liable for property damage, injuries, or death resulting from issues related to the factory, materials, equipment, or their use.

6.2 Indemnification

6.2.1 If InspectoHub is found liable for any claim regarding loss, damage, or expenses for any reason, its liability to the Client shall in no case exceed five times the total amount of fees paid for the specific Service or single order related to the claim. For example, if the total service price is X, the maximum liability of InspectoHub is 5X.

6.2.2 Furthermore, in the case of pre-shipment inspection services:

  • If less than 100% of production is completed, our liability will be limited only to the products that were finished at the time of inspection.

  • The Report does not serve as proof of receipt of goods from the supplier.

6.2.3 The Client agrees to indemnify and hold harmless InspectoHub and its employees, agents, or subcontractors from any third-party claims related to losses, damages, or expenses arising from the performance or non-performance of any services, insofar as the total amount of such claims exceeds the liability limit specified in 6.2.1.

6.3 In the event of any claim, the InspectoHub headquarters (InspectoHub sp. z o.o., located at Wita Stwosza 48, unit 105, 02-661, Warsaw, Poland, tel. +48 690 069 649) must be notified within seven days of discovering the circumstances, and no later than one (1) month after the completion of services by InspectoHub.

 

7. Termination of Services

InspectoHub has the right to automatically terminate and/or suspend the provision of Services in the event that:

7.1 The Client has committed a material breach of its obligations under these terms and/or the order conditions and (if such a breach is remediable) fails to rectify the breach within ten (10) days of receiving a notice from the non-breaching Party (InspectoHub) requesting the breach to be remedied. Material breaches include, but are not limited to, any intentional and deliberate violation of the Client’s obligations outlined in Section 4 above.

7.2 The Client is insolvent, unable to pay its debts, has suspended payments, convenes a meeting with creditors, or has been declared bankrupt by court order.

 

8. Intellectual Property Rights

8.1 InspectoHub is and remains the owner of all possible intellectual property rights (including but not limited to: patents, patent applications, utility models, copyrights, trademarks, and any other similar legal protections, as well as know-how and trade secrets, regardless of whether such rights have been registered or are capable of being registered) and the rights of the database producer related to the provision of Services. In particular, this includes techniques and processes used for collecting information, the method of presenting information, certificates or other documents, and raw data collected during the provision of Services. InspectoHub has the right to host, store, and publish all its intellectual property rights and all collected information, as well as to use them, for example, to offer new types of services or to develop data.

 

9. Final Provisions

9.1 The Report will reflect the results of the Services at the time and place of their execution. This Report does not exempt sellers and suppliers from their legal and/or commercial obligations towards the Client.

9.2 These Terms of Service constitute the entire agreement between the parties concerning the subject matter of this document.

9.3 If any provision of these Terms of Service becomes invalid, the remaining provisions shall not be affected. The parties shall make good faith efforts, through negotiations, to replace the invalid provision with one that most closely aligns with the original intent.

9.4 No omission, delay, or abstention by a party from requiring the execution, exercise, or enforcement of any right or remedy arising from these Terms of Service shall be deemed or interpreted in any way as a waiver of that right or remedy, nor of any other rights or remedies. Such omission, delay, or abstention shall also not prevent the future exercise or enforcement of that right or remedy.

9.5 A waiver of any right or remedy arising from these Terms of Service shall only be effective if made in writing and explicitly referring to the relevant right or remedy.