Terms of service

Kyoto Vault Terms of Service

Effective Date: 1 January 2024

Welcome to Kyoto Vault. By accessing, browsing, or purchasing from our website (the “Site”), you agree to the following Terms of Service (“Terms”). Please read them carefully.

1. Overview

These Terms apply to all visitors and customers of www.kyotovault.com. If you do not agree to these Terms, please do not use the Site or place an order.

2. Eligibility

To purchase from Kyoto Vault, you must:

  • Be 18 years or older (or the age of majority in your jurisdiction), and

  • Provide accurate, current, and complete information at checkout (including a valid delivery address and contact number).

We reserve the right to refuse service, cancel orders, or limit quantities where permitted by law (including where we suspect fraud, unauthorized reselling, or policy violations).

3. Products, Descriptions & Availability

Kyoto Vault curates exclusive Japanese goods, including limited availability and made-to-order pieces.

  • Availability may change without notice. Items may sell out quickly.

  • We aim to display products accurately; however, minor variations in color, texture, grain, patina, and finish can occur, particularly with handcrafted goods.

  • Where applicable, lead times for made-to-order, pre-order, or backorder items will be stated on the product page.

  • We reserve the right to modify, discontinue, or limit any product at any time.

4. Pricing, Currency Conversion & Taxes

  • Prices may be automatically converted to your local currency for convenience and may be rounded.

  • The amount charged may vary slightly due to rounding, exchange rate movements, payment network rules, or your bank’s fees.

  • Unless stated otherwise, prices do not include import duties, taxes, brokerage fees, or local handling charges assessed by your destination country.

We reserve the right to correct pricing errors or inaccuracies at any time. If a pricing error materially affects your order, we may cancel the order and issue a refund, or contact you with options.

5. Orders, Payment & Cancellations

By placing an order, you agree that:

  • You are authorized to use the payment method provided, and

  • You authorize Kyoto Vault (or our payment processors) to charge the payment method for the total displayed at checkout.

We may cancel or place an order on hold where necessary, including (without limitation) where payment cannot be authorized, address details appear incomplete/undeliverable, an item is unavailable, or verification is required (see Section 10).

Cancellations: If you need to cancel, please contact us as soon as possible. Once an order has entered processing, been allocated, or dispatched, cancellation may not be possible.

6. Shipping & Delivery

We offer complimentary insured worldwide express shipping, dispatched via FedEx International Priority or DHL Express, selected based on destination and service reliability.

  • Delivery timeframes are estimates only, not guarantees.

  • A street address is required. We do not deliver to PO Boxes.

  • For full details, please review our Shipping Policy.

7. Customs, Duties & Import Requirements

International deliveries may be subject to:

  • import duties and taxes,

  • brokerage/customs processing fees,

  • local handling charges, and/or

  • requests for additional information by customs authorities.

Unless explicitly stated otherwise at checkout, these charges are the responsibility of the recipient. If duties/taxes are unpaid and the shipment is returned, redirected, or abandoned, you may be responsible for associated costs (including return shipping and handling), and any approved refund may be net of these costs where permitted by law.

8. Returns, Refunds & Warranty

Because many Kyoto Vault pieces are limited, exclusive, or made to order:

  • Change-of-mind returns are not accepted.

  • Returns are considered only for verified issues, such as significant defects, functional faults, or receiving the wrong item.

  • Approval is required before any return. Unauthorized returns may be refused.

Please review our Return & Refund Policy for full details, including claim timeframes, condition requirements, and any applicable warranty.

9. Packaging, Unboxing & Condition Requirements (Damage / Issue Claims)

To assist you swiftly—and to support carrier/insurance documentation where required:

  • Please inspect your order promptly upon delivery.

  • For any transit damage or “arrived damaged” claims, you must:

    • keep all original packaging (outer carton, inner packaging, inserts), and

    • provide clear photos and/or video, including the outer packaging, shipping label, protective materials, and the item itself.

If packaging is discarded before documentation is provided, it may limit our ability to file a carrier/insurance claim and may affect available remedies where permitted by law.

10. High-Value Orders & Verification (Fraud Screening)

To protect our clients and the integrity of high-value shipments, Kyoto Vault may occasionally require additional verification before dispatch. This may include confirming billing/shipping details or requesting reasonable supporting documentation.

If verification cannot be completed, we may cancel the order and issue a refund.

11. Pre-Orders, Made-to-Order Items, Deposits & Special Orders

Some items may be offered as pre-order, made-to-order, or special order.

  • Estimated lead times will be stated on the product page or communicated to you. These timelines are estimates and may change due to artisan schedules, materials availability, quality control, or logistics.

  • Deposits: Where a deposit is offered, it reserves your allocation and may be non-refundable, except where required by law or where Kyoto Vault is unable to fulfil the order. The deposit terms (including deposit amount and payment schedule) will be stated at checkout or in writing.

  • Cancellations for pre-order/made-to-order: Once production has commenced or an order has been confirmed for you, cancellations may not be possible, or may be subject to a reasonable fee reflecting costs already incurred, where permitted by law.

12. Gift Cards

If Kyoto Vault offers digital or physical gift cards (“Gift Cards”), the following terms apply:

  • No expiry date: Gift Cards do not expire.

  • Non-refundable: Gift Cards are non-refundable and cannot be redeemed for cash, except where required by law.

  • Use: Gift Cards may be applied to eligible purchases on the Site as directed at checkout.

  • Fraud and misuse: We may refuse, cancel, suspend, or deactivate Gift Cards (and/or related orders) where we reasonably suspect fraud, unauthorized use, or policy violations. Where required, we may request verification before honoring a Gift Card balance.

  • Risk of loss: Treat Gift Cards like cash. Kyoto Vault is not responsible for lost, stolen, or misdirected Gift Cards where permitted by law.

13. Promotions & Complimentary Services

From time to time, Kyoto Vault may offer complimentary services (such as upgraded shipping, packaging, or limited promotions). These may be:

  • modified or withdrawn at any time,

  • subject to eligibility criteria, and

  • not redeemable for cash.

14. Sanctions, Export Controls & Restricted Destinations

Kyoto Vault complies with applicable sanctions and export control laws and carrier restrictions.

  • We may be unable to ship to certain countries, regions, individuals, or entities due to legal, regulatory, or carrier limitations.

  • We reserve the right to cancel or refuse orders where fulfillment would violate applicable laws or policies, or where shipment is not feasible.

15. Intellectual Property

All Site content—including text, images, logos, design elements, and trademarks—is owned by Kyoto Vault or its licensors and is protected by applicable intellectual property laws.

You may not copy, reproduce, distribute, modify, or exploit any portion of the Site without prior written permission.

16. Acceptable Use

You agree not to:

  • misuse the Site or attempt to interfere with its security or operation,

  • use automated tools to scrape, harvest, or collect data without permission,

  • make fraudulent purchases or unauthorized chargebacks.

We may restrict access or cancel orders in response to suspected misuse.

17. Chargebacks & Payment Disputes

If you have any issue with your order, we encourage you to contact our Client Support Services first so we can assist promptly.

  • Initiating a chargeback without first contacting us may delay resolution, as carriers, insurers, and payment processors often require documentation and time to investigate.

  • Where we can demonstrate that an order was successfully delivered, fulfilled as described, or that a claim was resolved in accordance with our policies, a chargeback may be disputed with the payment provider.

  • We reserve the right to suspend service or refuse future orders in cases of suspected fraud, abuse, or repeated unjustified chargebacks, where permitted by law.

Nothing in this section limits any rights you may have under applicable consumer law.

18. Limitation of Liability

To the maximum extent permitted by law:

  • Kyoto Vault is not liable for indirect, incidental, special, or consequential damages arising from your use of the Site or products.

  • Our total liability for any claim relating to a product or order will not exceed the amount paid for the product in question.

Nothing in these Terms limits rights you may have that cannot be excluded under applicable consumer law.

19. Privacy

Your use of the Site is also governed by our Privacy Policy, which explains how we collect, use, and protect personal information.

20. Changes to These Terms

We may update these Terms from time to time. The updated version will be posted on the Site with the effective date. Continued use of the Site after updates constitutes acceptance of the revised Terms.

21. Contact Us

If you have any questions about these Terms, please contact us. Our Client Support Services team is available to assist.