These Sales Terms & Transaction Procedures apply to all discussions, requests for quotation, quotations, offers, purchases, sales, and related services provided by the relevant legal company issuing the quotation or entering into the transaction (the “Company”, “we”, “us”).
By contacting the Company, requesting a quotation, or proceeding with any transaction, the buyer or client (“Buyer”, “Client”) accepts these terms.
In the event of any conflict between these terms and a duly executed written contract, the provisions of the signed contract shall prevail.
Definitions
End User: The final recipient and operator of the goods.
Controlled Goods: Items subject to export, import, or transfer controls, including weapons, ammunition, controlled parts, dual-use items, and restricted technologies.
Incoterms: Incoterms 2020, unless otherwise expressly agreed in writing.
1. Compliance & Eligibility
1.1. Authorised Counterparties: The Company transacts exclusively with legally registered and duly authorised entities, including manufacturers, companies, government bodies, and approved institutions operating in the defence, security, and high-technology sectors.
1.2. Sanctions & Embargo Compliance: The Company does not engage in transactions involving individuals, entities, countries, or destinations subject to sanctions or embargoes imposed by the United Nations, the European Union, or applicable national authorities.
The Company reserves the right to refuse, suspend, or terminate any transaction where a sanctions, embargo, or compliance risk is identified, to the maximum extent permitted by law.
1.3. Regulatory Oversight: Depending on product classification, destination, and transaction structure, Company activities may be subject to review, monitoring, licensing, or inspection by competent authorities in relevant jurisdictions, including ministries of defence and export-control authorities.
2. Controlled Goods & Licensing Requirements
Certain products may require export, import, or transfer authorisations. Where applicable
2.1. EUC / Import License: The Buyer and/or End User must provide a valid End-User Certificate (EUC) and/or import licence or permission issued by the competent authority of the destination country.
2.2. Export Approval: Shipment of controlled goods may require export approval from the competent authority in the exporting country. No shipment shall proceed without confirmed authorisation where such approval is legally required.
2.3. Buyer Responsibility: The Buyer is solely responsible for compliance with all applicable laws and regulations in the destination country, including import licences, end-use restrictions, and post-delivery obligations.
2.4. Third-Party Representation: Where an agent or intermediary acts on behalf of an End User, the following must be provided
- Written authorisation and/or power of attorney
- Full disclosure of the End User’s identity and contact details
- Transactions involving undisclosed principals are not accepted.
3. Sales & Purchase Procedure
The Company follows a structured and compliant sales and purchase process to ensure transparency, legal conformity, and efficient execution of all transactions.
Step 1 – Request for Quotation (RFQ): The Buyer submits a formal Request for Quotation (RFQ) including product specifications, quantities, destination, end-user details (where required), and any relevant legal, regulatory, or licensing information.
Step 2 – Commercial Offer: Subject to acceptance of the RFQ, the Company issues a written commercial offer detailing product specifications, pricing, delivery terms (Incoterms), validity, and applicable commercial and legal conditions.
Step 3 – Order Confirmation: Upon acceptance of the commercial offer, the Company issues an Order Confirmation. The Buyer is required to duly sign and stamp the document and provide all requested supporting documentation.
Step 4 – Contract Execution:
A formal written contract is prepared and must be duly signed by both parties prior to any execution, production commitment, or allocation of goods.
Step 5 – End User Certificate (EUC) / Import License (Where Required): The Buyer and/or the designated End User provides all required End User Certificates, import licenses, and any additional authorizations necessary for export and import licensing procedures.
Step 6 – Down Payment: A down payment, as specified in the commercial offer or contract, is required to secure product allocation and/or production scheduling. No order shall proceed without receipt of the agreed down payment, unless expressly agreed otherwise in writing.
Step 7 – Export License Application: The exporter of the goods submits the required documentation to the competent authorities for the issuance of the applicable export license(s), if required, in accordance with all relevant laws and regulations.
Step 8 – Production of Goods (If Applicable): Where the ordered goods are not available from stock, and following receipt of the required down payment by the manufacturer, production is initiated in accordance with the agreed specifications and timelines.
Step 9 – Optional Pre-Shipment Inspection (PSI): Where requested by the Buyer or contractually required, a pre-shipment inspection may be conducted by an independent, certified third-party inspection entity. All related costs are borne by the Buyer, unless otherwise agreed in writing.
Step 10 – Final Payment Prior to Shipment: Unless otherwise agreed in writing, full payment of the contract value must be received and cleared prior to shipment of the goods.
Step 11 – Export & Shipping Documentation: Following receipt of full payment and prior to dispatch (as applicable), the Company issues and/or arranges the standard commercial and transport documentation, including but not limited to:
- Commercial Invoice
- Packing List
- Air Waybill (AWB) or Bill of Lading (BL)
- Manufacturer’s and/or OEM Certificates (where applicable)
Step 12 – Delivery: Delivery responsibilities, risk transfer, and associated costs are governed exclusively by the agreed Incoterms as stated in the commercial offer and/or contract.
4. Delivery Timelines & Delays
4.1. Licensing & Government Processing: Export and import licensing timelines are controlled by governmental authorities. All delivery timelines are indicative and subject to change.
4.2. Typical Delay Causes (Non-Exhaustive)
Delays may occur due to, without limitation:
- Licensing authority processing times
- Buyer or End User documentation delays or errors
- Late payments
- Public holidays affecting authorities or logistics
- Force majeure events
4.3. Buyer-Caused Delay Costs: Costs arising from Buyer or End User delays may include storage, demurrage, banking charges, administrative fees, document amendments, or re-issuance costs and may be charged to the Buyer.
4.4. Release of Goods: Unless otherwise agreed in writing, goods are released only after full payment has been received.
5. Cancellations / Non-Refundability
5.1 Limited Cancellation Window: Confirmed orders may be cancelled within seven (7) calendar days only if no allocation, production, or regulatory procedures have commenced. Thereafter, cancellation is governed exclusively by the signed contract.
5.2 Cancellation Costs: Depending on the transaction stage, cancellation may result in retention of payments to cover production, allocation, licensing, banking, and administrative costs, as defined in the contract.
5.3 Buyer Default / Inaction: Failure by the Buyer to fulfil contractual obligations may constitute breach and may result in retention of payments and additional charges, as permitted by law and contract.
6. Force Majeure
The Company shall not be liable for delay or failure to perform due to events beyond its reasonable control, including war, embargoes, regulatory intervention, natural disasters, or pandemics. A detailed force-majeure clause shall be included in the final contract.
7. Governing Law & Jurisdiction
Unless otherwise expressly agreed in writing, this Agreement shall be governed by and construed in accordance with the laws of Greece.
Notwithstanding the foregoing, where the End User, final destination, or principal place of performance of the Goods is located outside the European Union, the Parties may expressly agree, in the relevant Contract, Order Confirmation, or Annex, that this Agreement shall instead be governed by and construed in accordance with the laws of England and Wales.
In all cases, the applicable governing law and the competent jurisdiction shall be expressly stated in the signed Contract or Order Confirmation and shall prevail in the event of any inconsistency with these Terms.
Any dispute arising out of or in connection with this Agreement shall be subject to the exclusive jurisdiction of the competent courts corresponding to the applicable governing law.
8. Compliance Due Diligence
The Company may request EUCs, import licences, corporate documents, authorisation letters, beneficial ownership (UBO) information, and other documentation required for:
- Export-control compliance
- Sanctions screening
- Banking KYC / AML obligations
The Buyer and End User confirm that goods are intended solely for the declared End User and End Use and shall not be resold, diverted, or re-exported without prior written approval and any required governmental authorisations.
The Company reserves the right to refuse, suspend, or terminate any transaction if compliance checks are not satisfactorily completed or if a legal or regulatory risk is identified.