Office Address

Vitika Foods Private Limited, Pahari Mandir Lane, Ratu Road, Ranchi, Jharkhand, 834001

Phone Number

+91 91535 35569

Email Address

vitikafoodspvtltd@gmail.com

RETURN / REFUND / CANCELLATION POLICY

Effective Date: 01/04/2026

This Return / Refund / Cancellation Policy applies to all inquiries, orders, sales, and shipments made by Vitika Foods Private Limited (CIN: U10793JH2024PTC022192), having its registered office at Pahari Mandir Lane, Ratu Road, Ranchi, Jharkhand – 834001, India (“Company”, “we”, “our”, or “us”).

By placing an inquiry or order with us, the buyer agrees to the terms of this Policy.

1. NATURE OF PRODUCTS

Vitika Foods Private Limited deals in makhana (fox nuts) and related food products, including bulk, export, wholesale, and private label supplies.

Due to the nature of food products, including hygiene, perishability, storage sensitivity, and export handling, all sales are generally treated as final, subject to the limited conditions set out below.

2. NO GENERAL RETURNS

As a general policy, we do not accept returns of goods once dispatched, delivered, or exported, except in cases where:

  • Wrong product has been supplied by the Company
  • Quantity supplied is materially different from the confirmed order
  • Goods are received in visibly damaged condition attributable to shipment or dispatch handling (subject to evidence and applicable shipment terms)
  • Product quality issue is established and verified by the Company

Returns shall not be accepted merely on the basis of:

  • Change of mind
  • Slow sales or market conditions
  • Customer preference changes
  • Minor natural variation in food products
  • Buyer’s storage mishandling
  • Buyer’s import or regulatory issues
  • Delay caused by customs, port, or local authorities

3. NATURAL PRODUCT VARIATION DISCLAIMER

Makhana and related natural food products may reasonably vary in:

  • Shape
  • Size
  • Color
  • Texture
  • Natural appearance
  • Moisture level

Such natural variation shall not be considered a defect unless the supplied goods materially deviate from mutually agreed written specifications.

Where samples or product specifications have been approved before order confirmation, the buyer agrees that minor natural variation is acceptable within reasonable commercial tolerance.

4. CLAIM REPORTING PERIOD

The buyer must inspect the goods immediately upon receipt.

Any complaint, shortage claim, visible damage claim, wrong product claim, or quality-related issue must be reported to the Company in writing within 3 (three) days from the date of delivery / receipt of goods.

Claims received after this period may not be entertained.

5. CLAIM SUBMISSION REQUIREMENTS

To process any claim, the buyer must provide complete supporting evidence, including where applicable:

  • Order / invoice reference
  • Batch or lot details
  • Photographs of the goods
  • Videos of the issue
  • Packaging images
  • Shipping or delivery documents
  • Inspection records
  • Quantity verification details

Failure to provide adequate supporting evidence may result in rejection of the claim.

6. TRANSIT DAMAGE CLAIMS

Where goods are shipped through a logistics provider, shipping line, courier, or freight forwarder, transit damage claims may be subject to the applicable shipping arrangement and Incoterms® agreed between the parties.

Depending on the agreed delivery terms:

  • Risk may transfer to the buyer upon dispatch, loading, or shipment
  • Claims may need to be raised directly with the carrier, insurer, or freight provider
  • The Company may reasonably assist with documentation, but does not guarantee compensation for third-party transit damage

Visible transit damage must be noted at the time of delivery wherever possible.

7. REFUND ELIGIBILITY

Refunds are not automatic and shall be considered only where the Company determines, after review, that a legitimate and verified issue exists.

Refunds may be considered in cases such as:

  • Wrong goods supplied by the Company
  • Verified short shipment
  • Serious and substantiated quality discrepancy attributable to the Company
  • Approved cancellation before processing or dispatch (subject to deductions, if applicable)

The Company reserves the right to decide, at its sole discretion and on a case-by-case basis, whether the appropriate remedy shall be:

  • Replacement
  • Partial refund
  • Credit adjustment
  • Commercial settlement
  • Rejection of claim

8. NON-REFUNDABLE SITUATIONS

Refunds shall not be applicable in the following situations:

  • Goods have been used, opened, repacked, or resold
  • Buyer failed to store goods appropriately
  • Delay occurred due to customs or import clearance
  • Destination-country regulations prevented release of goods
  • Buyer failed to provide required import approvals or documentation
  • Buyer’s own labeling / packaging instructions caused regulatory issues
  • Complaint is based on minor natural variation or subjective preference
  • Buyer failed to notify within the prescribed claim period

9. CANCELLATION POLICY

a) Before Order Processing

Orders may be cancelled before processing only if the Company confirms such cancellation in writing.

b) After Processing / Production Begins

Once the order has entered processing, procurement, packaging, labeling, private label printing, or export preparation, cancellation may not be permitted.

c) Custom / Private Label Orders

Orders involving:

  • Customized packaging
  • Printed labels
  • Private branding
  • OEM / white-label production
  • Buyer-specific specifications

are generally non-cancellable and non-refundable once production or packaging work has commenced.

10. CANCELLATION CHARGES

If a cancellation is accepted by the Company after commercial processing has begun, the Company reserves the right to deduct reasonable charges including but not limited to:

  • Procurement costs
  • Packaging costs
  • Label printing costs
  • Warehousing costs
  • Documentation expenses
  • Banking / transaction charges
  • Administrative charges

Any refund after such deductions shall be processed only if applicable.

11. RETURN AUTHORIZATION

No goods shall be returned to the Company without prior written authorization.

If the Company agrees to accept any return in exceptional circumstances:

  • The return must be approved in writing in advance
  • Goods must remain unused and in original condition, where applicable
  • Return shipping arrangements and costs shall be decided by the Company
  • Unauthorized returns may be refused or discarded without liability

12. REFUND TIMELINE

Where a refund is approved, the Company shall endeavor to process the same within a reasonable time after completion of internal review and claim verification.

Refunds, if approved, may be made through:

  • Original banking channel
  • Bank transfer
  • Commercial credit note
  • Other mutually agreed method

The Company shall not be responsible for delays caused by banks, intermediaries, currency conversion processes, or cross-border transaction systems.

13. IMPORT / REGULATORY REJECTION DISCLAIMER

The Company shall not be responsible for refund, return, or replacement where goods are delayed, held, rejected, or confiscated due to:

  • Buyer’s failure to obtain import approvals
  • Country-specific regulatory restrictions
  • Labeling non-compliance requested by the buyer
  • Customs or food authority action in the destination country
  • Incomplete or inaccurate buyer-provided documentation

The buyer is solely responsible for ensuring import eligibility and local compliance in the destination market.

14. DISPUTE REVIEW

All claims, return requests, refund requests, and cancellation requests shall be reviewed based on:

  • Agreed product specifications
  • Approved samples (if any)
  • Commercial documents
  • Shipping terms
  • Supporting evidence
  • Applicable laws and agreed trade terms

The Company’s decision shall be made in good faith based on available records and documentation.

15. POLICY CHANGES

We reserve the right to amend, revise, or update this Policy at any time without prior notice. Updated versions shall become effective upon publication on our website.

16. CONTACT DETAILS

For claims, return requests, refund matters, or cancellation inquiries, please contact:

Vitika Foods Private Limited
Pahari Mandir Lane, Ratu Road
Ranchi, Jharkhand – 834001, India
Phone: +91 91535 35569
Email: vitikafoodspvtltd@gmail.com

By placing an inquiry or order with us, you acknowledge that you have read, understood, and agreed to this Return / Refund / Cancellation Policy.