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Terms & Conditions

TABLE OF CONTENTS:

Terms and Conditions are subject to change without notice.

PROCESSING TIMES

Most orders that are in-stock are processed within 1-3 business days, except during peak seasons (such as Christmas, Easter, etc...) when it may take up to 5 days. Processing time does not include shipping time.

CREDIT CARDS

We currently accept:

  • Visa
  • MasterCard
  • Discover
  • American Express

When paying with a Credit Card, you authorize Polart to charge your credit card for the total amount of your order including shipping and any applicable sales tax. Your credit card will be charged when your order is processed. Please note that Credit Cards may be charged twice depending on shipping for International or UPS next day, 2nd day, and 3rd day. The second charge is based on the extra cost for shipping that is calculated once the package is packed and ready to label to ship out.

CHECKS (PHONE & CATALOG ORDERS ONLY)

We currently accept money orders, cashier's checks, personal and company checks. Make all checks payable to POLART, and send to:

  • Polart Distribution (USA), Inc.
  • 5700 Sarah Ave.
  • Sarasota, FL 34233

Please note: We hold all checks and money orders for 15 business days.

BOUNCED CHECKS

There is a $15.00 fee for any check sent to our company that bounces. Please make sure you have sufficient funds to avoid this embarrassing situation.

GIFT CERTIFICATES (PHONE & CATALOG ORDERS ONLY)

Catalog orders: Send us the gift certificate along with the remainder of your order.

Phone orders: Make sure to mention to our customer representative that you have a gift certificate while ordering. Afterwards, send us the gift certificate.

PROMOTIONS, DISCOUNTS, & FREE GIFTS

Various promotions, discounts, and free gifts may be offered from time to time through various means, such as mailers or other means of advertising. These promotions, discounts, and free gifts are always for a limited time, and are usually limited in quantity. All free gifts are on a "first-come, first-serve" basis. Discounts may change at any time without notice.

COPY ERRORS & TYPOS

Typographical errors do occur on occasion in our printed publications, as well as on the internet, due to human error. Polart Distribution (USA), Inc. will charge the actual price.

GOLD & SILVER PRICES

Due to a volatile world market for precious metals, gold and silver prices may fluctuate drastically in a short amount of time. Therefore, the listed price for any gold or silver jewelry reflects the price at the time of printing. For actual jewelry prices, please call our customer service representatives at 1-800-278-9393.

SHIPPING

Once a package has been sent, under no circumstances will the shipping charges be refunded.

SHIPPING METHODS

SHIPPING METHOD
DELIVERY TIME
USED FOR
USPS Priority Mail
2-5 Days
Most packages
UPS Ground
2-7 Days
Most packages
USPS First Class
3-5 Days
Packages weighing under 13 oz
USPS Parcel Post
5-12 Days
Most packages
USPS Media Mail
5-12 Days
Books, CDs, VHS + DVD, Software, Maps
UPS Next Day Air
1 Day
UPS charges according to a package's dimensions. We cannot estimate shipping costs until we know what is being ordered. Please contact us for a price quote.
UPS 2nd Day Air
2 Days
UPS 3rd Day Air
3 Days

FREE SHIPPING

Our "Free Shipping for Orders over $85" offer is only applicable to orders placed online that ship within the continental US. Orders for perishable food items and Wholesale orders are excluded from this offer.

Specific Items marked with the Free Shipping! icon have a zero shipping cost for those items shipped within the United States for retail orders only. Wholesale and all international orders with Free Shipping Items will have standard shipping costs.

SATURDAY DELIVERY

The United States Post Office delivers on Saturdays in certain locations. We do not offer Saturday Delivery through UPS.

SHIPPING PRICES

MERCHANDISE TOTAL
SHIPPING PRICE
$0.01 - $20.00
$8.95
$20.01 - $35.00
$9.95
$35.01 - $65.00
$10.95
$65.01 - $95.00
$13.95
$95.01 - $125.00
$15.95
$125.01 - $200.00
$19.95
$200.01 - $400.00
$23.95
$400.01 - $600.00
$28.95
$600.01 & Up
6.5% of total

WHOLESALE SHIPPING PRICES

For all USA wholesale orders destinations we charge actual carrier charge + $3.00 per box sent. For international wholesale orders please call customer service at 1-800-278-9393 for shipping cost estimation.

OVERSIZED ITEMS

Some items are so big or heavy that they require an additional charge to ship. Most of these items have the extra charge noted in parentheses in our catalog. Please call customer service at 1-800-278-9393 if you suspect an item may be considered oversized.

ALASKA, HAWAII, & PUERTO RICO

All orders shipped to Alaska, Hawaii, & Puerto Rico will be charged an additional $6.00 when shipped by USPS Priority Mail, USPS First Class Mail, or USPS Media Mail.

UPS Ground service is not available to these destinations.

Shipping times are increased by 1 - 2 business days.

UPS Next Day Air, UPS 2nd Day Air, & UPS 3rd Day Air are available, but at an additional cost which depends on the package's dimensions. Please call customer service at 1-800-278-9393 for exact shipping.

P.O. BOXES

While we do send catalogs and some packages to P.O. Boxes, orders sent using any UPS service must have a regular address. Polart will decide whether a package is sent by USPS Priority Mail, or UPS Ground service, and unfortunately, UPS does not deliver to P.O. Boxes. If a customer requests a package be sent to a P.O. Box, but the package needs to be sent by the US Post Office, an extra charge will be incurred. The amount of this extra charge depends on the size and weight of the package.

Heavy packages sent to P.O. Boxes may have an additional shipping charge.

WEAPON ITEMS & PACKAGES OVER $250

All weapon items will require an adult signature at the time of delivery, and all packages over $250.00 will also require a signature at time of delivery. Please make sure there is someone to sign, or the package will come back to us.

WRONG ADDRESS, STOLEN PACKAGES, & UNCLAIMED SHIPMENTS

Wrong Address: If USPS or UPS fail to deliver a package because the address provided by the customer is wrong or incomplete, the customer will need to pay the shipping charges once again to get the package re-sent.

Stolen Packages: Packages are sometimes left by the carrier on a doorstep if no one is home. It is the responsibility of the customer to make arrangements to secure the package. If the package is stolen, Polart Distribution (USA), Inc. will not be held responsible, and will not replace the package.

Unclaimed Shipments: If a package we sent is unclaimed and returned to us, the customer will need to pay the shipping charges once again to get the package re-sent.

ORDERS ARRIVING LATE, DELIVERY CARRIER MISTAKES & GUARANTEES

Delivery Carrier Mistakes: While USPS and UPS are very reliable, mistakes on their part do occasionally happen. Polart is not responsible for these mistakes, since we have no control over those two companies.

Delivery Carrier Guarantees: UPS guarantees timely delivery for 3rd Day Air, 2nd Day Air, and Next Day Air services, except during the busy seasons (such as Christmas, Easter, etc...). Please read the UPS Service Guarantee at this address for more information: http://www.ups.com/media/en/terms_service_air_pr.pdf

USPS does not guarantee timely delivery for Priority Mail, First Class, or Media Mail shipments.

PACKAGING OF FOOD

$30 minimum order on all food items.

In order to maintain freshness, perishable items must be accompanied by the purchase of a $10 insulated shipping container. Each container comes with the appropriate packing materials to make sure your items arrive safe and fresh. Click here to get more information about our reusable container and packing materials.

FOOD SHIPMENTS

Orders for food products only ship within the continental United States.

Perishable items must be sent by a Next Day delivery sevice. If your order cannot be guaranteed to arrive by Friday with your chosen delivery method, we will hold your order and ship on the following Monday to protect the quality of your items.

All orders for perishable food will be shipped separately from other items. UPS and USPS charge according to a package's dimensions and weight. Unfortunately,we cannot estimate shipping costs until we know what is being ordered and how it will ship, therefore our website is unable to give you actual shipping costs. Shipping prices will be adjusted after your order has been completed, at time of shipment. If your shipping cost exceeds $85, we will contact you for approval before sending. Non-perishable items will ship by standard ground services unless otherwise requested. Please contact us to go over more options, or to get a more precise shipping quote.

CUSTOMER SATISFACTION POLICY

Polart wants you to be satisfied with your purchase. We have a 100% satisfaction policy. If you are not satisfied, please send it back to us, insured and prepaid, in the original condition within 30 days. It is important to leave a note explaining the situation and how you would like to proceed with your exchange or refund. Don't forget to include your packing slip along with a daytime phone number. We must be informed of your return within 30 days of us shipping the item. Shipping charges are not refundable. If an item arrives damaged when returned to us, you will be responsible for the claim.

EXCEPTIONS TO SATISFACTION POLICY

The following items cannot be returned: worn or washed garments (t-shirts, socks, etc), opened containers of any cosmetic products, electronic translators, maps, CDs, DVDs, books, audio books, and software cannot be returned once opened.

WRONG ITEM SENT

We are very careful when we pack items, but occasionally, the wrong item may be sent to a customer. If this happens, please call customer service at 1-800-278-9393 and tell us about the mistake. The customer will pay the cost to ship the item back to us, while we will pay the cost to ship the proper item to the customer.

DAMAGED ITEMS

If you receive a damaged item, contact us first! We need to bring it to the attention of the shipper. We will replace the item as soon as possible when something arrives damaged. It's important to keep all of your original packaging if an item arrives broken. You must notify us within 10 days of receiving the shipment.

RETURN ITEM CONDITION & ACCESSORIES

All defective items sent back to Polart must be in their original factory condition, and must contains all packaging materials, manuals, accessories, and warranty cards (not filled out).

RETURN ITEM SHIPPING

Please send all return items (packaged well and with padding) using the cheapest mail possible with possible insurance. Shipping charges for returned items are the responsibility of the customer. We will pay the cost of shipping any replacement items to you (using the mail service of our choice).

RETURN ITEM PROCEDURE

1. Call us @ 941-927-8983. Tell us about the problem.
2. Send the package to us at:

  • Polart Distribution (USA), Inc.
  • 5700 Sarah Ave.
  • Sarasota, FL 34233

NO REPLACEMENT ITEM AVAILABLE

Occasionally, due to supply problems, we might not be able to replace your defective item. If this happens, you can exchange the item for another item of equivalent value.

Please note! ALL shipping charges are non-refundable. This includes the original shipping charges, as well as all shipping charges for items you need to send back to Polart (for any reason).

GENERAL INFORMATION

We ship worldwide. Our delivery charges are based on package weight, size, country of destination, and do not include insurance.

The charges you are seeing is an estimate and may be lower if your destination country is close (Canada, Mexico) or higher if you're far away (Japan, etc) and may increase due to the total weight and size of your package. The actual shipping charges will be calculated at the time your order is packaged. If you would like to know the actual shipping charges prior to placing your order please send and email to polart@polart.com or contact us at 1-800-278-9393 with your order request.

ORDER PROCESSING

In-Stock orders are processed and shipped within several days; generally within three business days.

PAYMENT OPTIONS

We currently accept only "International Money Orders", Wire Transfers, or PayPal Payments for orders placed from outside the United States. If the country of your package destination is not listed, we are unable to accept credit cards. Please send an e-mail to polart@polart.com with your order request and to receive additional information.

SHIPPING OPTIONS & DELIVERY TIMES

Under 4 lbs: Packages are sent by Global Priority Mail (7 - 10 Business Days) to most countries.
Over 4 lbs: Packages are sent by Parcel Post Air (10 - 14 Business Days) or Parcel Post Surface (4 - 6 Week Delivery). The customer may decide between these two shipping methods. Please contact us for a price quote.

Please Note! Once an international package leaves our facility, Polart assumes no responsibility for its delivery. We have no control over international carriers, and will not refund for products lost or damaged during transit.

BROKEN ITEMS & LOST PACKAGES

We do our best to package all products carefully and anything we send is in perfect condition (excluding EBAY auctions, where every defect is documented). While we appreciate every order, we can't take responsibility for a product's safe arrival, especially if this is to a foreign country and we have no control over the package at all. A Considerable number of packages sent to the UK were either lost, returned to us for no reason (to great customer upset), delivered with substantial delays (even 2 months) or damaged.

We reserve the right to refuse shipment to some countries if we find their postal service is unsuitable (because of rough treatment of packages).

If a package is returned to us, for any reason, the cost of re-shipping the package will be the responsibility of the customer.

LOCAL TAXES & CUSTOMS DUTIES

Customers, not Polart Distribution (USA), Inc. are responsible for any local taxes or customs duties which may arise because of the order; you are responsible for clearing customs and paying your country's duties/taxes (if any).

ABOUT POLART DISTRIBUTION (USA), Inc.

Founded in 1992, Polart Distribution began with a modest catalog of Polish videos. Over the years, the business expanded to include new products, and Poland by Mail was born! Family owned and operated, Polart Distribution is here to bring you the culture, knowledge, and joys of one of the most historically-significant nations of Europe.

Our 7,000 sq. ft. warehouse in Sarasota, Florida, is full of CDs, books, sabres, maps and dolls from Poland. While Polart has traditionally focused on selling in the United States, the internet has brought a host of customers from all over the world, especially from Europe and Australia.

CONTACT US

Hours of operation, Monday-Friday 9am-5pm EST.

  • Toll Free:(800)278-9393
  • Customer Service:(800)278-9393
  • E-Mail: polart@polart.com
  • Regular Mail:
    • Polart Distribution (USA), Inc.
    • 5700 Sarah Ave.
    • Sarasota, FL 34233

MAILING LIST

From time to time, we may make our mailing list available to companies whose products may be of interest to you. If you do not want to receive these mailings, please let us know by calling us at 1-800-278-9393.

  • Q: How long before I receive my order?
    • This is dependent on various factors. If all the products you ordered are in stock, we usually ship within several days, and it takes an additional 2-12 business days (based on shipping method) for USPS or UPS to deliver the package.
  • Q: Is it possible to track my package?
    • If sent through UPS, yes. If sent through USPS Priority Mail or USPS Media Mail, then technically yes (although the USPS website tracking is not very reliable). If sent through USPS First Class Mail, then no.

      When your order is sent, our system will send an e-mail message with your order information (if we have your email on file). A tracking number will be included in the email, if it applies to your order. You may also call us at 1-800-278-9393 to receive the tracking number.
  • Q: In the CHECKOUT section of your website, what does "INT shipping - calculated individually" mean?
    • "INT" stands for International. Our online system cannot calculate international shipping charges automatically at this time. If you live in the USA and select "INT" shipping, we will change it to UPS or USPS. Each package is calculated individually based on size, weight, and destination country.
  • Q: What do "NTSC System" for videos, or "Region 1" for DVDs, stand for?
    • "NTSC" is the North American television format. "Region 1" means that the DVD will play on North American DVD players. All the VHS tapes and DVDs we sell are in "NTSC" and "Region 1", and not "PAL" or "Region 2" (the European formats). If you live outside of Canada, the USA, and Mexico, you will need a multi-system VHS or DVD player to view our movies.
  • Q: What does "BO" stand for in your confirmation e-mail?
    • It stands for "Back Order", which means that we do not have the product in stock, but as soon as we receive it, it will be shipped to you. We do not charge customers for any products until they are ready to be shipped (except for custom orders).
  • Q: I would like to send a gift to my friend. Will they get an invoice?
    • The recipient of your gift will not receive any invoice. The invoice is kept at our office. Thanks to our automated system, we can provide you with an invoice for your gift orders via e-mail. Please keep in mind that in order to receive this confirmation, you must provide us with your current email address.

      If you wish to receive a printed copy of your invoice, the charge is $5.00 per invoice. This charge applies ONLY to "Ship To" and "Gift To" orders. Please call customer service at 1-800-278-9393 to request and pay for your printed invoice.
  • Q: What do I do if I got a damaged or wrong product?
    • Please call customer service at 1-800-278-9393 and explain what happened within 10 days.
  • Q: Is it possible to special order products not available on your website?
    • In most cases, it is possible. You will need to call customer service at 1-800-278-9393 to see if we can get the product for you. Special orders carry extra expenses due to the work necessary to find these products, they must be paid for in advance and take AT LEAST 4-8 weeks to arrive at our warehouse (if not longer).

      There are ABSOLUTELY NO RETURNS OR REFUNDS for special order products, no matter what the reason.
  • Q: Is your web site secure for credit card transactions?
    • Yes, our website uses 1024-bit SSL encryption. You can check our security certificate by double-clicking the "golden lock" at the bottom of your internet browser when you enter the CHECKOUT section. Shop at www.PolandByMail.com with confidence. We have partnered with Authorize.Net, a leading payment gateway since 1996, to accept credit cards safely and securely for our customers.
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