How to operate successfully as a vendor on The Black Card Company

Setting up your shop - Building the frame

  • First Step
  • Setting up your shop identity
  • Payment
  • Verification
  • Shipping
  • Social Profile
  • RMA Returns and warranty
  • Store SEO

Congratulations! You are now a member of the Black Card Company (BCC) platform. We wish you every success with your shop.

Now you have been verified you will have received an e-mail with the following

  • Your BCC username
  • A link to your BCC password which you can reset. The password should be at least 12 characters, with at least one uppercase letter, one numeric character, and one special character.
  • A link to login – You can log in with your BCC username or business email address and your BCC password
  • You can also log into your shop by clicking on to ‘My Dashboard’ in the footer of the BCC website

 

Settings

Once logged into the Vendor Dashboard for the first time go to the ‘Settings’ tab in the Dashboard menu, located in the left column of the screen. This is where you will set up your shop.

Once in Settings, click on the Store tab.

Store Banner

Upload a banner to your store. The dimensions of the banner should be 1000 x 450 pixels.  

Profile image

We require all vendors to upload a smiling profile picture of themselves or the owner(s) of the brand. This is a black owned platform and it is important that our customers know who they are buying from. A faceless brand does not do as well as one with a face that customers can see and relate to. File size should be 600 x 600 pixels maximum

How to Upload images to your store

When you go to upload your banner, it takes you to the Media Library for your shop. Use the Upload files tab to add new images, or the Media Library tab to use previously uploaded images. Both tabs are next to each other in the top left of the Media library, but one is invisible when you hover over the other.

Shop name                 

Add your shop name as you would like it to appear to customers. There may be a section which asks ‘Name you would like to be known as publicly – change this to your Shop name.

Store category

Select ‘Cards’ or ‘Cards and Gifts’ depending on what you will be selling.

Store products per page

Set this to a minimum of 40, or any larger number that it a multiple of 4, so 40, 44, 48 etc. This ensures full screen pages on a laptop view of your shop.

Address and Phone number

Enter the details. Please click/unclick the relevant tick box so that your phone and  home address are not public.

Email Address

Tick this box to allow your email address to be shown on your shop. Your customers need to be able to get in touch with you if necessary.

More Products

Click to enable tab on product single page view

Terms and Conditions

Click to show your T&Cs  and add the Terms and conditions under which you run your shop (more on the details you need to include in the Terms and Conditions Sections).

Vacation Mode

Add a short paragraph which will let your customers know if you decide to temporarily shut your shop by putting it on holiday mode. For example:

I am currently away, but will be back on ….

Thank you, your name from Shopname

Biography

Customers love to know a brand’s story. What do you do and why? Give a brief outline of your brand story and vision and a short description of your product style. Customers will often buy into your vision if they know what it is.

Enable Live Chat

If you are happy to be accessible to your customers via phone, then check this box otherwise leave it blank

Facebook page ID

If you have a Facebook business page relating to your card brand, then add your URL

In this section you add your PayPal and/or Bank details.

We strongly recommend that you add your bank details so that you can be paid directly to your bank account. If you  choose to be paid via PayPal, you will be liable for the PayPal fee. This is an addition to the commission already paid on your sales. Bank transfers are free.

PayPal email address - email address used for your PayPal account

Bank account name – the name(s) relating to your bank account number

Bank address – This is not mandatory if you provide the remaining banking details

Account number – (8 digit number)

Bank name -   (self-explanatory)

Routing number – Banks BIC (branch identifier code). You will find this on your bank statement, or you can Google it. UK based vendors can input your  sort code instead, as this contains the essential information contained in the BIC code

IBAN number – International Bank Account Number. This is a combination of your Bank location, sort code and account number. You will find this on your bank statement, or you can Google your Bank find the IBAN section that lets you put in your sort code and account number and lets you know your unique IBAN number. Please repeat your account number here, as the website registers that as a completed step in your store set up.

Swift number - Add your Bank’s Swift number. Each bank has their own Swift number, you will find this on your bank statement, or you can Google it for your bank. Please repeat your sort code here, as the website recognises it as a step completed in your store set up.

Payments are made once a month by direct transfer from Black Card Company to your account. In order to activate payments you will need to make a withdrawal request from your dashboard. Payment dates are published in the vendor dashboard calendar

Verification tab  

You do not need to go through this verification process, as you have already done so. Please ignore this.

Black Card Company Shipping Policy

Cards

In order to standardise shipping across the platform and give our customers the best experience possible, while accommodating the needs of our vendors, The Black Card Company has implemented a uniform policy for postage and packing for cards. This applies to UK shipping

The reason for this is to make shipping costs on our platform comparable to other card focused companies, and encourages our customers to buy more cards from multiple vendors in a single order.

All cards should be sent by first class post.

The processing time should be 1 to 3 business days 

All cards of LETTER size should have a shipping cost between 0p and 50p per card.

All cards of LARGE LETTER size should have a shipping cost between 0p and 90p per card.

We understand that these price ranges are below the actual cost of postage and packing. However from the point of view of the customers, paying 50p per card enables them to buy cards from multiple vendors without the postage and packing costs escalating to where they choose to abandon the sale. Customers do not like paying high multiple postage costs for relatively low value items like greeting cards.

So that vendors are not out of pocket by this reduction, we are recommending that the additional amount that would normally be charged for shipping should be added to the price of the card. So if a card cost £3.20 and you normally charge £1.30 for postage and packing, the customer would pay a total of £4.50.

On The Black Card Company platform, the customer will pay £4 for the card and 50p for postage and packing which also gives a total of £4.50.

Gifts

With gift items, vendors can set their own postage and packing costs for any gifts that they may sell on the platform

Shipping Policies

Click on the shipping tab on your dashboard to add relevant shipping detail.

Processing time

Ready to ship in (select number of days/weeks)

Shipping policy

Insert your shipping policy here

Refund policy

Insert your refund policies here

Save settings and click on  Back to Zone list

Shipping Calculations

The Black Card Company allows you to ship internationally. You can choose to ship to any or  all of the zones listed in the shipping settings; currently these are UK, Europe, USA, Canada, Australia.

Shipping within the UK

Hover over the United Kingdom shipping zone and click edit.

Shipping classes are set up for the following categories:

Art prints, Card Pack, Coaster, Framed Art Prints Gift Wrap, Large letter, Large letter gifts, Letter, Mugs, Notebooks, Parcels

Others can be added in as needed by vendors. Please ask if you want a shipping class to be included for a particular type of product which is not accommodated in the above list.

There is also a class for if you forget to assign a shipping cost to any product, called No shipping class cost. This needs to be filled out. We recommend you use the same formula as for your most used shipping class. As soon as you realise you have not assigned a shipping class to a product, please correct it.

Shipping Formula

Click on  >Add shipping method

You can choose between flat rate, local pickup, or free shipping.

Flat rate allows you to set a cost for shipping 

Local pickup allows for your customer to collect the order from you (not recommended)

Free shipping. Only use Free shipping if you are offering free shipping for ALL your products, both cards and gifts

Flat rate shipping

Clicking on flat rate sets up a new shipping method.

Method title is: flat rate, 

Description is: lets you charge a rate for shipping

Hover over Flat rate and click  >edit.

Title

Change the title to something more descriptive, for example:

1st class shipping, processing time 1 to 3 working days

Description

This is for you the vendor to add more detail for yourself, the customer doesn't see it.

Cost

Please leave this as blank or zero

Tax status

This usually will be set at none, leave it that way, as it pertains to USA taxes between states.

Shipping Class Cost

Enter the price formula for each shipping class that you use: this will be explained using various scenarios as examples.

Scenario 1: zero shipping cost

You want to set a flat rate of £0 for your cards, so that customers do not pay  for shipping whether they buy 1 card or 10 cards. Your cards are letter or large letter size.

Scroll till you get to the letter or large letter shipping class cost, and insert the number

0 (or 0.00)

Scenario 2 - shipping per card is 50p

You want to set a rate of shipping so that for every card the customer buys, they pay 50p shipping:

In the letter shipping class, type in the formula without any spaces:

0.50*[qty] 

0.50 represents 50p. Do not put 50, otherwise the program thinks you are putting £50. 

*  represents the multiplication sign

[qty] is a variable which represents the quantity of cards the customer has bought.

So if the customer bought six cards, then [qty] is set to 6, and the customer will be paying £3.00

0.50*6=3.00

This formula can be adapted depending on what you decide to charge. So charging 40p per card, you would replace 0.50 with 0.40

Scenario 3 - shipping per large letter card is 90p for the first card, and 40p for additional cards

0.90+([qty]-1)*0.40

The above formula is explained more fully below

Scenario 4 - applicable to most gift products on the platform

For example you sell notebooks. You want to set a rate of shipping so that for the first notebook the customer buys, they pay £2 shipping, and for every subsequent notebook they pay an additional 50p.

Type in the formula below without any spaces:

2.00+([qty]-1)*0.50

In this formula,

2.00 represents the shipping cost of the first product, 

0.50 represents the shipping cost of every additional card,

([qty]-1) represents the number of cards ordered by the customer, minus the first card, which has already been accounted for. 

This process can be repeated for all the different shipping classes. For instance, if you also sell sweaters, unless you offer free shipping, you would not want to charge the same amount to post a sweater as you would a notebook. So your shipping formula for a sweater would essentially follow the same format, but would have different numbers to represent the different cost of posting a sweater.

No shipping class cost

This is a shipping cost that the customer gets charged if you accidentally forget to assign a shipping class to one of your products. It ensures that some level of shipping is paid. Ideally you would set it at a median level of shipping, or the shipping cost of the item you are most likely to sell the most.

Calculation type

If you sell a variety of products, and your customer orders more than one type; for example an art print and a card, you can choose one of two ways for the shipping to be calculated.

Per Class: in this method the customer gets charged shipping separately for the card and the art print.

Per order: with this method the customer gets charged for the most expensive shipping cost only.

Neither method is perfect.

UK shipping: Because most of our customers primarily buy cards, and the shipping cost for cards is capped, within the UK, calculated shipping costs are most likely to be more accurate if per class is chosen.

International shipping: shipping costs are less likely to be underestimated if per class is chosen. For larger orders there is a tendency to overestimate the shipping, in which case you can choose to refund any shipping overages back to the customer.

Important, check your shipping costs!

In order to check if your shipping costs are entered accurately, put one or more of your items in your basket, and check whether the shipping costs are what you expect them to be. DO NOT ASSUME that they are input correctly without checking.

Help available

If you have any difficulty with getting your shipping costs to work, further explanation of this will be available in the form of ad hoc tutorials via zoom, run by the BCC team. Ask in the BCC Vendors WhatsApp group, or send an email if you are not  in the group.

UK Royal Mail shipping costs

In order to calculate shipping for any item, pick up a leaflet called Our Prices from your local post office, or download it from royalmail.com. Alternatively, you can use the online click and drop service provided by Royal Mail.

Click > Save Settings

Social profile

Add all your social media profiles so that customers can find you wherever you are. It also adds to your brand's credibility.

Available profiles are facebook, Twitter, Pinterest, Instagram.

RMA Returns and warranty

Add your returns policy (mandatory) and warranty policy (optional) if you have one.

Tick the refund reasons you will accept.

If you do not have a returns policy, legally the customer is allowed to return an item purchased from you up to a year after purchase, in any condition, and you have to pay for the return.

Store SEO

This is where you can really have fun and make sure people find you when doing an internet search for your shop

Add key words you think a customer would search for to find your shop and your product. This is not just within the black card company website, but also when customers are searching with Google

Meta description – A few short sentences describing your shop that includes key words people would search for in relation to your shop.

Meta keywords – Keywords relating to your shop and your products

Some Key word ideas are :

  • Black cards
  • Diverse greeting cards
  • Afrocentric cards
  • Afrocentric gifts
  • Diverse cards
  • Diverse gifts
  • African inspired
  • Black owned

Setting up your shop - Adding products

  • Images
  • Adding a product
  • Categories, Tags & Keywords
  • Inventory, Shipping & Purchase Note
  • Save your product
  • Products with Variations
  • Alternative Instructions
  • From the BCC Team

You are now ready to stock your shop!

Go to your main dashboard

Product Pictures

Before starting we would suggest that you have your product pictures ready to upload

File Sizes - ESSENTIAL

Maximum file sizes should not be more than 800 x 800 pixels, in jpeg format. This gives a file size between 50kb and 150kb. It is important that file sizes remain relatively small, otherwise they cause the website to slow down significantly.

If you are having difficulty reducing your images to the correct size, please let the BCC team know as we can reduce your files for you, very quickly and easily.

A lot of us card sellers are also on the Etsy platform. Etsy allows huge file sizes up to 10mb, which between 50 and 200 times larger than recommended website file sizes. But they handle the file size reduction themselves, so if you are on Etsy, it may not be something that you might have had to think about before, unless you have your own website.

There are many free file reduction apps and programs. If you use photoshop or photoshop elements, this can also be used.

It is to all our detriment if large files are added to to media file. From time to time we will check the media file to ensure that uploaded files are within the size limits. 

Add Product Pictures

Click on the dashed square labelled  ‘Upload a product cover image’. This takes you to your Media Library.

Select the ‘Upload files’ tab to add new images from your computer, or ‘Media Library’ tab for previously uploaded images. Both tabs are next to each other at the top left of the screen, but one is invisible when you are hovering over the other.

Select your main image for that product and click ‘set featured image’.

If you want to add further images, click the plus sign below the featured image with the hover text ‘Add gallery image’. You can then add several pictures of your product to the listing by going back to the Media Library. Use Ctrl to select multiple pictures to add to the product gallery, then click ‘Add to gallery’.

Product Description

For each product listing you will need a title, a price, a short description which is a summary of the product, and a long description, which gives all the details that is necessary for the customer to know.

If you have these details in another place, eg your Etsy shop or website, from where you can copy and paste this information, we suggest you do so.

Product title

Try to add key words to the product title, eg Sleigh Bells Christmas Card rather than just Christmas card

Product type

This defaults to ‘simple’ if your product has no variables, eg different colours or sizes. See instructions later on for variable products.

Price

Set your items price and discount (if applicable).

Category

The Black Card Company categories are pre-populated. You should use the relevant category and all relevant sub-categories for your product.

A full list of BCC categories is located here. You may find it useful to print out an have to hand as a reference If your card or gift item does not fit any of the categories please contact the BCC team.

All cards should go under the Category > Greetings cards

No other type of product other than cards should be in the Greeting Cards category.

Also choose the relevant Sub-categories that also relate to your card, eg Illustrated cards, Cards for her, etc

All products other than cards should be in the Gift category and also in their relevant sub-categories

Choose the appropriate categories for your card so it comes up in numerous searches and filters. Please do not add categories that do not relate to your card as the filters will not work properly when BCC wants to highlight specific products.

Tags

Tags are used mainly by Google to help identify a product being searched for by a user.

The BCC tags are pre-populated. Familiarise yourself with the listed tags, they are not the usual tags you see in other card platforms!

For example, mixed race, inter-racial, dark skin tone, light skin tone, black girl magic

African culture, Caribbean culture, Black British culture, African Fabric

If you start typing a word in the tags field and the tag is there, it will come up. If your product needs a tag that is not currently there, contact the BCC team. Choose as many tags as possible so your card comes up in numerous searches.

Please do not add tags that do not relate to the card as this will frustrate customers doing a specific search and will stop the BCC filters from working properly.

A full list of BCC tags is located here. You may find it useful to print out an have to hand as a reference

Short description

Include a short description of the product, drawing attention to its highlights and attractiveness to the customer.

Long Description

As well as the short description, also include the necessary details of the product, such as the size and colour of the card, colour of card and finish, any personalised instructions.

Use keywords in your description so your product comes up in a customer’s search result.

Please DO NOT add your personal website link in either the short or long descriptions. It takes the customer away from Black Card Company website. There is a place for you to promote your website further down in the Purchase note which goes to the customer when they have made a purchase.

You may add the link to your shop within the BCC website: blackcardcompany.com/brand/yourshop

Categories

All products in the platform are structured under categories. The two main categories are greeting cards, and gifts. Every product should come under either of these  two categories.

In addition your brand is also a category, and all of your products should come under your brand category. It is important that you do this, as it enables BCC to easily highlight and feature brands.

The Black Card Company categories are pre-populated. You should use the relevant category and all relevant sub-categories for your products, A full list of categories is listed in the table below, with the exception of brand categories.

If your card or gift item does not fit any of the sub categories please contact the BCC team, and we can add a relevant category. Click on the link below for a full downloadable list of all categories.

categories (updated July 16 2021)

 

Cards

All cards should go under the Category > Greetings cards

Then choose the relevant sub-categories that also relate to your card, eg Illustrated cards, handmade cards, Age Cards, cards for her, etc                            

Choose all the appropriate categories for your card so it comes up in numerous searches and filters. Please do not add categories that do not relate to your card as the filters will not work properly when BCC wants to highlight specific products.

Personalised Cards

If your card can be personalised, please use the category Personalised Card. In addition, please add one of the following three sub categories: Personal Front greeting, Personal Front and Inside greeting, and Personal Inside greeting. These three categories add additional fields to the product page, which allow the customer to input the personalisation details before ordering
Personal front greeting 
Allows the customer to input information for a greeting in the front of the card. (25 characters )
Personal front and inside greeting 
Allows the customer to input information for a greeting in front of the card (25 characters), AND for a greeting inside the card (256 characters).
Personal inside greeting 
Allows the customer to input information for a greeting inside the card only (256 characters).

Please use the short and/or long description box to include any necessary instructions to the customer.

Gifts

All other products should go under the Category > Gifts

Then choose the relevant sub-categories that also relate to your gift, eg mugs, t shirts, notebooks, etc.

Tags

The BCC tags are pre-populated. Familiarise yourself with the listed tags, they are not the usual tags you see in other card platforms!

For example, mixed race, interracial, dark skin tone, light skin tone, black girl magic, African culture, Caribbean culture, Black British culture.

If you start typing a word in the tags field and the tag is there, it will come up. If your product needs a tag that is not currently there, contact the BCC team. Choose as many tags as possible so your card comes up in numerous searches.

Please do not add tags that do not relate to the card as this will frustrate customers doing a specific search and will stop the BCC filters from working properly. Tags are used mainly by Google to help identify a product being searched for by a user.

Click on the link below for a full downloadable list of all tags

tags (updated July 16 2021)

 

 

 

Keywords

Customers will often search for items using the person that they are buying for in the search e.g. 60th Birthday Card for Mum. These are keywords, so remember to include family titles in your product titles and descriptions as well as your tags.

If you find it difficult to incorporate all the keywords into your descriptions so they are readable sentences, you can copy them at  the bottom of your (long) description, so that they come up in a search, as well as being found in a Google search

Keyword suggestions for men and women

You can copy and paste the following key words for men or women to your descriptions (deleting the ones that are not appropriate for your listing)

Keyword suggestions for women         

Aunty, Auntie, Bestie, Best Friend, Bride, Bridesmaid, Cousin, Daughter, Elder, Empress, Fiancee, Friend, Girl, Girlfriend, Goddaughter, Godmother, Goddess, Granddaughter, Grandmother, Great Grandmother, Mature woman, Mother to be, Mum, Mom, Mummy, Niece, Partner, Princess, Queen, Sister, Someone special, Teenager, Toddler, Wife, Woman, Young Woman

Keyword suggestions for Men

Best friend, Boy, Boyfriend, Bredrin, Brother, Cousin, Dad, Daddy, Elder, Father, Fiance, Friend, Godfather, Godson, Grandfather, Grandson, Partner, Nephew, Great Grandfather, Groom, Grooms man, Husband, King, Man, Mature Man, Pops, Prince, Someone special, Son, Teenager, Toddler, Uncle, Young Man   

Custom Keywords

It may also be worthwhile making your own custom list of key words to copy and paste into your descriptions for products specific to your brand.

 

Inventory

Add inventory details for your item. You can choose to have a specific number of units for your products, by enabling product stock management, or it can be perpetually in stock if product stock management is disabled. DO NOT enable if your product has variations

Shipping and Tax

Choose the shipping class relevant to the product. The shipping costs previously calculated takes account of the size and weight, so no need to add those details in. Instructions on how to calculate shipping costs comes later.

Tax is ignored as it is not applicable

Purchase note   

Add a friendly thank you note, including your email address if your customer needs to get in touch with you. Recommended below:

Thank you for your purchase from yourshop at Black Card Company

You can find more of my products in my shop at www.blackcardcompany.com/brand/yourshop

Visit my website for my full range: (relevant url if applicable or if you want to).

If you have any questions or problems with your order, please email me at your email address

Click > Create Product at the bottom right of the page.

You will now be in the edit page of your product. For simple products (without variations) you do not need to do anything else.

Scroll to the bottom 

Click > Save Product

Congratulations, you have created your product!

You only need to look at this if your product has variations

If your product has variables e.g. different colours, go to

 > Select product type                                    

Choose variable  from the dropdown menu.

Scroll down the page and go to

> Attributes and Variations

Click on this to open the section up.

Click >Custom Attributes

From the dropdown select the attribute you wish to use

Click > Add attribute

If you don’t find an attribute that matches what you want,

Click > Add attribute located on the right of Custom attribute field, and type in your own attribute.

For each new attribute created for your product

Tick the box labelled Visible on products page (usually already ticked)

Tick the box labelled Used for variations

Select the values that you wish to use for the attribute.

For example, for the attribute card colour, you might want to select white, brown, red. If there are any values you want to input that are not included in the pre-customised list, you can create your own, by typing in the value, followed by the character |. For example, pink|

Click > Save attribute

You can create as many attributes as you want for your product, but remember that the more attributes you have, the more variations it produces. For instance 3 card colours and 4 greetings will produce 3x4=12 variations.

Currently, Dokan can only accommodate a maximum of 50 variations.

Creating Variations from your attributes

Click > Add variation, and choose

> Create variations from all attributes > Go >

A text box will come up asking Are you sure? > Yes > Go > OK >

All possible variations from the attributes will appear in a list, up to 50.

Pricing your Variations

Click > Add variation, and choose

> Pricing > Set regular pricing> Go >

A window will appear asking ‘Enter a value’ – enter the price of the item without pound sign > OK > OK

£3.57 should be input as 3.57

52p should be input as 0.52

Variation Options

To see all the options available with variations, at the bottom of the variation list, click expand.

Manage stock

You can choose to set the number of stock available for each variation.

For example, 5 red cards, 4 blue cards.

Price options

You can choose to have different prices for variations.

For example, Small card size costs £2.50, Large card size costs £3.50

Variation images

Each variation can have its own separate image, if desired

In stock/out of stock

You can choose to have a particular variation showing as out of stock.

Save Variations

Once you have finished editing your variations, save the product

Click > Save Product

Things to look out for in Variation listings

  1. For your variation listings, do not list the total number of units in the Inventory section, otherwise the product will come up as out of stock and unavailable in your shop. If you need to list the units available, you will need to do them within each variation.
  2. When you save a variation product, in your product listings it MAY come up as out of stock, however in your shop, it will show as available. Please check this.
  3. But, if you duplicate a variation listing in order to edit the duplication and create a new listing, the duplication will NOT come up as out of stock in your product listings.

These glitches are not easily fixable by us, as they are inherent in the multi-vendor software and can normally only be corrected by the developers updating the software.

Duplicating Listings

Once you have uploaded a product you can duplicate then edit the product for a similar listing. Underneath the card you wish to duplicate select Duplicate then edit the copy as relevant.

Visit store

Once you have uploaded a product/products, take a look at how your store looks!

www.blackcardcompany/brand/yourshop

ALTERNATIVE INSTRUCTIONS ON UPLOADING PRODUCTS

For alternative instructions on how to upload products go to the develper's help page:

https://wedevs.com/docs/dokan/vendor-dashboard/products/

The following webpage gives instructions on the rest of the dashboard

https://wedevs.com/docs/dokan/vendor-guide/seller-dashboard

Pictures

We would love to feature smiling pictures of your customers, friends, family or even yourself holding one of your cards to feature on our slideshow on the front page of our website.  We particularly want pictures of children and elders holding cards to show all round representation for all age groups.

Reviews

Any great reviews you have relating to your cards being diverse and representative are also welcome. We can feature it and would need a picture of the card the customer is referring to.

BCC Vendors WhatsApp group

We  have a thriving WhatsApp group for BCC vendors to share advice, tips and tricks. It is very friendly and everyone is happy to help and share. If you would like to be part of this WhatsApp group please send your telephone number if you haven't already done so, by emailing us at hello@blackcardcompany.com

Feedback

Any feedback and suggestions are welcome.

Siobhan, Elise, Naomi and Tanya

The Black Card Company Team

Setting up your shop - Policies

  • Templates and examples
  • Returns and cancellations policy
  • Shipping Policy
  • Privacy Policy

Examples of templates that you can adjust to suit your own shop

You can use templates from docular.net. These listed below are free and easy to adapt for your own use. 

Below are links to relevant documents: terms and conditions of sale, standard delivery policy and returns policy templates.

Free terms and conditions of sale via website Business to Customer (B2C)
 
 
 

Example of a Returns Policy

I accept cancellations and returns.

If you change your mind about a purchase, please contact me via email [insert email address here]. and let me know as soon as possible.

If your order has not already been sent out I will be happy to cancel it immediately

If your order has been sent out and you change your mind and wish to return your purchase to me, please contact me via email [insert email address here].

You must quote your name, address, the name or a description of the goods and your order reference number.

You must contact me within 14 days of receiving your purchase and then return the purchase to me, unworn and unused with original packaging, within 30 days of receiving your purchase. You should post your returned item to the address I will provide.

If you are returning your order from outside the UK, please mark “returning item” on the package, so that a customs charge will not be levied.

Please note that returning postage costs will not be refunded EXCEPT where the item is faulty or not as described. Refunds on postage will be second class for UK customers, and standard airmail rate for international customers, unless I advise differently.

My items are packaged in such a way that you can easily examine them on receipt and repackage if necessary. You have a legal obligation to take reasonable care of the purchase whilst they in your possession if you intend to return.

Returned items must be complete and undamaged. Missing parts or damaged merchandise will be deducted from the final refund. If any of the above mentioned conditions are not met, I reserve the right to refuse return or significantly lower the value of the refund due to diminished value.

I will refund you on receipt of returned goods using the same method by which you paid.

Please do not return an item back to me without contacting me beforehand. That is considered as a forced return, and I am not under a legal obligation to refund you in that circumstance..

Because of the nature of these items, unless they arrive damaged or defective, I can't accept returns for custom or personalised orders.

Add any other types of items or conditions which you cannot raise accept returns for.

Template for a Shipping Policy

Processing Times

Items are shipped within insert number business days of purchase

UK (domestic) orders

Insert shipping methods here, example free, first class, second class, signed for?

Example: Shipping is free within the UK at second class rate.
You can upgrade shipping to first class, or first class signed for.

International Orders

Insert shipping methods here, example, standard, tracked?

Example: Orders are sent by tracked mail.

Customs

For international buyers, any fees, taxes or charges payable is your responsibility. Please check your country’s own policy regarding imports before ordering if you are unsure.

US buyers should be aware that US customs can occasionally significantly delay delivery of goods. Because of this, US buyers should please allow at least four weeks for delivery before assuming that the item is lost.

Canadian buyers should be aware that because of the variation in postal service times within Canada, it is difficult to estimate delivery of goods. Because of this, Canadian buyers should please allow at least six weeks for delivery before assuming that the item is lost.

Other Shipping Matters

Unexpected non-delivery of item(s) should be reported to me within 30 days, allowing enough time for delivery and inquiries to be made of Royal Mail and international delivery services.

Items returned through non-delivery to an address or non-collection from a postal depot will incur a redelivery charge if the item is still wanted.

This Privacy Policy describes how and when I collect, use, and share information when you purchase an item from me, contact me, or otherwise use my services through theblackcardcompany.com or its related sites and services.
This Privacy Policy does not apply to the practices of third parties that I do not own or control, including The Black Card Company  or any third party services you access through The Black Card Company. You can reference The Black Card Company Privacy Policy to learn more about its privacy practices.

Personal information I collect

To fulfil your order, you must provide me with certain information (which you authorised The Black Card Company  to provide to me), such as your name, email address, postal address, and the details of the product that you’re ordering.  You may also choose to provide me with additional personal information (for a custom order for example), via the options field or if you contact me directly by my shop email. 

2. The Legal Base for Information Collection
The General Data Protection Regulations (May 2018) (EU) (known as GDPR 2018 throughout the rest of this Policy) requires that I explain the legal bases I rely on to collect, use, and share your personal information. This may include a buyer’s affirmative consent to receive marketing messages, compliance with legal obligations, and a seller’s use of the personal information in their legitimate interests (improving their services, for example). Throughout this privacy policy, I will explain where and why I rely on these different legal bases.

Why I Need Your Information and How I Use It

As needed to provide my services, such as when I use your information to fulfil your order, to settle disputes, or to provide customer support;

When you have provided your affirmative consent, which you may revoke at any time, such as by signing up for my mailing list;

If necessary to comply with a legal obligation or court order or in connection with a legal claim, such as retaining information about your purchases if required by UK tax law; and

As necessary for the purpose of my legitimate interests, if those legitimate interests are not overridden by your rights or interests, such as 1) providing and improving my services and 2) Compliance with the The Black Card Company  Seller Policy and Terms of Use.


I use your information as necessary to comply with my obligations under the Etsy Seller Policy and Terms of Use.

The third parties with whom I may share personal information

The GDPR (2018) requires that I disclose the details of any personal information I share with third parties.
Information about my customers is important to my business. I share your personal information for very limited reasons and in limited circumstances, as follows:

The Black Card Company. I share information with Etsy as necessary to provide you my services and comply with my obligations under both the Etsy Seller Policy and Etsy Terms of Use.

Service providers. I engage certain trusted third parties to perform functions and provide services to my shop, such as delivery companies,  for example the Royal Mail or USPS. I will share your personal information with these third parties, but only to the extent necessary to perform these services.

Business transfers. If I sell or merge my business, I may disclose your information as part of that transaction, only to the extent permitted by law.

CCompliance with laws. I may collect, use, retain, and share your information if I have a good faith belief that it is reasonably necessary to: (a) respond to legal process or to government requests; (b) enforce my agreements, terms and policies; (c) prevent, investigate, and address fraud and other illegal activity, security, or technical issues; or (d) protect the rights, property, and safety of my customers, or others.

The length of time I keep personal information

The GDPR (2018) requires me to disclose the period of time during which I will store personal information.

I retain your personal information only for as long as necessary to provide you with my services and as described in my Privacy Policy. However, I may also be required to retain this information to comply with my legal and regulatory obligations, to resolve disputes, and to enforce my agreements. I generally keep your data for the following time period - 6 years as this is required of me by the UK’s Her Majesty’s Customs and Revenue Service (HMRC).

If transferring personal information outside of Europe, how the transfer will be handled

GDPR (2018) requires me to disclose if you transfer personal information outside of the EU and the legal bases you rely on to do so, such as consent and contractual necessity.
The only circumstance in which I would transfer personal information out of the European Union would be for delivery purposes through trustworthy services such as the Royal Mail or USPS or similar postal services.
Any other information will only be held by The Black Card Company itself and for that purpose you should refer to their Privacy Policy

Buyers’ rights regarding my use of your personal information and my contact details

If you reside in certain territories, including the EU, you have a number of rights in relation to your personal information. While some of these rights apply generally, certain rights apply only in certain limited cases. I describe these rights below:
Access. You may have the right to access and receive a copy of the personal information I hold about you by contacting me using the contact information below.
Change, restrict, delete. You may also have rights to change, restrict my use of, or delete your personal information. Apart from exceptional circumstances (like where I am required to store data for legal reasons) I will generally delete your personal information upon request.
Object. You can object to (i) my processing of some of your information based on my legitimate interests and (ii) receiving marketing messages from me after providing your express consent to receive them. In such cases, I will delete your personal information unless I have compelling and legitimate grounds to continue using that information or if it is needed for legal reasons.
Complain. If you reside in the EU and wish to raise a concern about my use of your information (and without prejudice to any other rights you may have), you have the right to do so with your local data protection authority.

How to Contact Me

For purposes of EU data protection law, I, yourname, am the data controller of your personal information. If you have any questions or concerns, you may contact me at youremail

If a customer contacts me to access, correct or delete personal information held by The Black Card Company, I will request that the customer send a request directly to The Black Card Company.

Selling internationally - be ready in a post Brexit UK

  • Does this apply to you?
  • EORI number
  • Tariff Codes
  • SIC Code

If you only sell within the UK then this does not apply to you.

If you are selling internationally, then there are a few things you need to put in place before 1 Jan 2021 if you want to legally continue to do so.

This is not a cut-off point, so if you even after 1 Jan 2021, you should still apply for an EORI number and research your tariff codes.

However if you haven't got the relevant numbers and code by this date, you are then exporting  internationally at your own risk until you do. Your items may be sent back to you and/or you may have to pay for storage fees. Or they may be destroyed.

Although this sounds intimidating, it is essentially adding extra information to the CN22 form which is currently filled out for every item that is sent internationally

The form will now need the address of receiver, HS code(s) of product(s) being send, and your EORI number, in addition to the details that would already be filled in.

Incidentally this has always been the case for exports from the EU to another country so if you are based in the UK should already have an EORI number. However it is highly likely that you don't, as it is not part of the custom procedure that seems to have been enforced.

With Britain leaving the EU, there might well be a tightening up of the checking procedures during customs, so it is good to be prepared.

EORI: Economic Operators Registration and Identification

You need to apply for an EORI number. You can do so at https://www.gov.uk/eori. You have to be registered either as a sole trader with HMRC or as a company with Companies House. You can't apply for EORI without being registered.

For every item you sell, you need to know the tariff code, also known as the harmonisation or HS code. Parcelforce have very helpfully created a tariff code search tool which you can use to find the code of every item that you sell.
https://www.parcelforce.com/tariffcode

It is a straightforward process. The only (potentially) difficult process is to find the correct words to describe your particular item.
So for instance if you sell mugs, to find the HS code for mugs you might think to type in mugs, but your would not then be able to locate it. Mugs is found under tableware, which is the overarching category. Another example is notebooks, which is located under books.

There is a code for EU, and a code for non-EU. Both codes are essentially the same, however the EU codes have two additional digits, which represent one more level of detail.

If you are registered as a company, you also need a SIC Code, (standard industrial classification of economic activities). You do not need this if registered as a sole trader, however it does not hurt to have it. You may need to find it when applying for your EORI number