Warehouse Terms and Conditions for Multi-Warehouse System (WKS)
1. Registration and System Access
1.1. Registration Requirement: All users, whether companies or individuals, must register to create a Warehouse account ("WKS Member") to manage their inventory via the platform.
1.2. Access Authorization: Upon successful registration, WKS Members are granted access to the platform to manage inventory, monitor orders, track shipments, and handle returns.
1.3. Account Security: WKS Members are responsible for maintaining the confidentiality of their login credentials. Unauthorized access due to negligence will be the Warehouse's responsibility.
2. Inventory Management Obligations
2.1. Accurate Inventory Tracking: WKS Members must maintain precise and up-to-date inventory records. Discrepancies between actual stock and system records will be investigated, and the Warehouse will bear the cost of any losses.
2.2. Inventory Audits: Periodic audits may be conducted by WKS to ensure data accuracy. Non-compliance may result in temporary account suspension or additional fees.
2.3. Liability for Errors: The Warehouse is liable for errors, loss, or damage to inventory due to negligence and will compensate clients as per the invoiced product value.
3. Client Order Management
3.1. Timely Fulfillment: WKS Members are required to process and dispatch orders promptly, ensuring accurate labeling, packaging, and delivery within agreed timeframes.
3.2. Order Accuracy: Each order must be correctly labeled with tracking information. Failure to meet these standards may result in financial penalties.
3.3. Customer Communication: Any client inquiries, complaints, or disputes must be promptly addressed and resolved by the Warehouse, with records of these interactions maintained in the system.
4. Payment, Fees, and Financial Responsibility
4.1. Transaction Fees: WKS will charge a transaction fee for each order processed through the platform. These fees are subject to periodic review and adjustment.
4.2. Dispute Resolution Fees: If a dispute arises and the Warehouse is found at fault, the dispute resolution cost will be deducted from the Warehouse’s registered payment method.
4.3. Payment to Clients: WKS will release funds to clients only after successful order completion and dispute resolution, with any applicable deductions.
5. Product Dispatch and Receiving Procedures
5.1. Real-Time Updates: The Warehouse must update dispatch and receiving records in real time, including invoice numbers, tracking information, and delivery statuses.
5.2. Proper Invoicing: Each shipment must include a valid invoice, and the Warehouse must adhere to client-specific shipping instructions, including packaging standards and delivery deadlines.
5.3. Receiving Protocols: All incoming goods must be checked for accuracy and condition. Any discrepancies must be reported immediately to WKS and the client.
6. Data Accuracy and System Tracking
6.1. Real-Time Data Entry: WKS Members are responsible for maintaining accurate, real-time data regarding inventory levels, dispatch statuses, and receiving records.
6.2. System Integration: WKS supports integration with third-party logistics and inventory management systems. The Warehouse must ensure that integrated systems provide synchronized and accurate data.
6.3. Data Backup: Regular data backups must be conducted by WKS Members to prevent data loss, ensuring operational continuity.
7. Dispute Management
7.1. Dispute Reporting: All disputes must be logged in the system within 48 hours of occurrence. Both parties are required to submit relevant documentation.
7.2. Mediation by WKS: WKS reserves the right to intervene in disputes as a neutral party and enforce a resolution. The decision will be binding, with financial repercussions applied as necessary.
7.3. Client Compensation: If found liable, the Warehouse must compensate clients as per the invoice value, with WKS deducting funds directly if necessary.
8. Compliance and Liability
8.1. Legal Compliance: WKS Members agree to comply with all applicable laws, including regulations concerning product handling, storage, shipping, and data protection (e.g., GDPR, CCPA).
8.2. Safety and Security: The Warehouse must implement safety protocols to protect products from theft, damage, or deterioration. Failure to comply may result in liability for losses.
8.3. Environmental Compliance: WKS Members must adhere to environmental standards for sustainable packaging and waste disposal.
9. Data Protection and Security
9.1. Personal Data Handling: WKS Members must adhere to WKS’s Data Protection Policy, ensuring the secure handling of personal and client data as required by GDPR, CCPA, and other applicable regulations.
9.2. Encryption Standards: All data transmissions between the Warehouse and WKS are encrypted to protect sensitive information.
9.3. Data Breach Notification: In the event of a data breach, WKS Members must notify WKS within 24 hours and cooperate fully with mitigation efforts.
10. Termination and Suspension of Accounts
10.1. Non-Compliance: Failure to comply with WKS Terms & Conditions may result in temporary suspension or permanent termination of the Warehouse’s account.
10.2. Immediate Termination: WKS reserves the right to terminate accounts immediately if fraudulent activity, repeated violations, or unresolved client disputes are identified.
10.3. Data Retention Post-Termination: Upon account termination, the Warehouse must retain operational data for a period required by law and ensure its secure deletion afterward.
11. Amendments to Terms
11.1. Policy Updates: WKS reserves the right to modify these terms at any time. Registered WKS Members will be notified of updates, and continued use of the platform signifies acceptance.
11.2. User Consent: By continuing to use WKS services after an update, WKS Members agree to the revised terms and policies.
Contact Information
For questions or further information, please contact:
These Terms and Conditions are designed to protect both WKS Members and their clients, ensuring transparent, secure, and efficient warehouse management across the WKS platform.