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This Sales Policy applies to all cocoa products commercialised by Gaia Cacao B.V.. By placing an order with us, the buyer acknowledges and accepts the terms below.

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1. Contractual Framework

All cocoa bean sales are conducted under FCC (Federation of Cocoa Commerce) rules, unless otherwise agreed in writing. Gaia Cacao’s General Terms & Conditions apply to all transactions and prevail in case of inconsistency.

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2. Payment Terms
   •    All orders require 100% payment before release of goods from the warehouse.
   •    Payment must be received in full in our bank account; a payment confirmation is not sufficient for release.
   •    Currency: EUR, unless otherwise specified.
   •    Late payments may incur additional storage or handling charges applied by the warehouse.

For forward contracts, payment terms may include a deposit structure agreed separately in writing.

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3. Warehouse Release & Logistics
   •    Goods are stored and released primarily from specialized warehouses.
   •    Release will only be authorised once:
   •    Full payment is received.
   •    Buyer provides complete transport instructions.
   •    All warehouse charges (if any) are settled.
   •    Unless Gaia Cacao explicitly agrees otherwise, the buyer is responsible for transport arrangements, insurance during transport, and any import procedures at destination.

   •    A handling cost will be applied to orders below 500 kg.

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4. Quality & Specification
   •    Cocoa beans are sold according to:
   •    Origin-specific quality characteristics,
   •    Gaia Cacao’s internal QC protocols,
   •    FCC cocoa bean standards, unless other specifications are agreed.
   •    Buyers may request:
   •    Pre-shipment or spot samples,
   •    Lot-specific analysis,
   •    Additional third-party tests (extra cost).

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BIO/Organic Products:

   •    Organic products are only offered when the full supply chain (producer, processor, storage, and exporter) holds valid organic certification.

   •    Documentation and certificates can be shared upon request.

   •    Due to certification requirements and segregation protocols, additional handling, costs, and lead times may apply for BIO sales.

   •    Storage and release of organic products must comply with organic-certified warehouses and shipping procedures.

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5. Traceability

Gaia Cacao provides traceability at lot or community level as standard.
If you require traceable information up to the farm, including geolocation or EUDR compliance documents, please contact:
📩 info@gaiacacao.com

Requests for enhanced traceability may require additional processing time.

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6. Certifications

Availability of certified cocoa (Organic) depends on origin supply and processor certification status. Organic products are supplied only when the entire supply chain holds valid organic certification.

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7. Claims & Complaints

Any quality-related claim must be submitted within 7 days after the buyer receives the goods, accompanied by:
   •    Photos or videos,
   •    Batch/lot numbers,
   •    Relevant quality analysis.

Resolution may include replacement, rebate, or credit note, strictly at Gaia Cacao’s discretion.

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8. Order Changes & Cancellations
   •    Orders may be modified or cancelled only before warehouse release.
   •    Once goods are released, the sale is considered final.
   •    Gaia Cacao reserves the right to apply administrative fees for cancelled bookings.

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9. Force Majeure

Gaia Cacao is not liable for delays or failures resulting from events outside our control, including climate events, port disruptions, regulatory changes, transport shortages, strikes, or political instability in origin countries.

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10. Confidentiality

Gaia Cacao protects the confidentiality of producer information, pricing structures, and traceability data shared with clients.

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11. Contact

For orders, documentation, traceability, and technical support:
📩 info@gaiacacao.com
🌐 www.gaiacacao.com