SHIPPING & PRICING

Contents
Produced coffee beans are only shipped as whole beans in order to focus on preservation of the aromatic and flavor compounds. Our research and selection of roasting algorithms, packaging and general handling preserves freshness and reduces aging. 

Coffee roasting schedule
We roast every Saturday and Sunday with exceptions. Therefore, orders placed Thursday at latest will be shipped on Monday for fast deliveries and no weekend delivery interruptions. Particular focus is set on shipping with the Express status. Natural interruptions might occur such as public holidays and Force majeure (chance occurrence, unavoidable accident, etc.). 

However, at occasion and when time permits, we can process orders in available time slots throughout the week, particularly small scale preparations such as 100g bags with focus on high-performing coffees. High-end coffees are not prepared in bulk. The quick and natural explanation is that you would not like to roast high volumes - with the ambition to stock pile these coffees for quick dispatch - as they are valued over hundreds of USD per kilo. If something fails during the preparation process, power failure or alike, there is no return. “It does hurt less if 100g fails rather than several kilo”. 

Logistic partners
We primarily offer shipping with DHL Express and Freight, UPS, FedEx (Courier) and other PostNord (Standard / Mail shipping). Additionally, we dynamically allocate the shipping provider to optimize the price for shipping at a given moment.

Generic precautions and responsibilities of the customer
Kindly be aware that there might be import regulations, fees and taxes specific to each country. Delivery delays may occur due to custom clearance and foreign trade policies which are beyond our awareness and control. We provide specific HS Codes, pro-forma invoices and requested necessary information for the targeted shipping contents and destinations.

Be aware of that actions taken by customs is beyond the scope and control of Coffea Circulor, meaning your parcel can be opened and inspected at any time with unforeseeable results. If you suspect the customs agents have acted unjustified, kindly contact the customs agent directly.

Allocation of shipping cost

If your shipping price might vary from time to time, it is due to dynamically allocating the price based on circumstances in the chain of logistics. Deviations, where a "good, illustrative and specific example" would be as in the time for the Covid-19 pandemic where certain shipping carriers announced an increased shipping rate by 50% and reduced traffic in affected areas naturally causing delays. Shipping carriers also apply non visible fees during booking of shipping such as state of emergency, peak time deliveries, home and non-business delivery, added fuel consumption, to mention a few. These "hidden" charges are only visible for us upon receiving the invoice for the carrier after scheduled pickup and shipped goods. 

Tracking
All shipments are tracked. It is therefore your responsibility to register your order with an email address and also a correct cell phone number (preferably in the international phone number format) for receiving SMS with delivery information. Kindly see our privacy policy in respect to handling personal data on this web shop.

Responsibility
Write correct details in each field (Name (firstname, lastname), street name with number, postal code, city and country).

Always Use Sentence Case, for example:
Firstname Lastname
Your Street Address Number
01234-ZIP Your City
Country

and strictly avoid examples as:

myname willnotbeinterpretedcorrect
same for myaddressnumber
01 234 ZIP; thisismycity
cou ntry

(Yes, the above "wrong" example happens from occasionally.)

Digital contact details
Kindly provide your email-address and mobile telephone number for tracking updates. We will not use your digital addresses for any other matters than providing you with order updates such as tracking and (if you have accepted) digital newsletters.

Alphabet
Remember, each of us belong to specific communities and cultures. Sometimes we can not interpret your writing unless it is set in a specific language character coding. Use ASCII or LATIN-1 by typing in the US/English language and alphabet.

Special characters, semi-colons and alike are to be avoided.

We reserve the right to cancel any orders if these qualities are not met.
Why?
Because we risk shipping items in a package where we have used our time and financial resources (for shipping) that might not reach you due to the lack of provided correct details.

Customs and Importing
Each country and its country authority / customs have different approaches and regulations to process parcels and packages. Coffea Circulor supplies all necessary information, analog or digital, to the courier or main provider to enable a fast flow of import and export services.

Kindly note the responsibility is entirely the end users for import fees and it is also the responsibility of the en user to know if there are any upper thresholds for the value of the goods. 

Be aware of the fact that prolonging the importing the goods can deem your items to be held in customs more than necessary. For roasted coffee, Coffea Circulor does not know where the sent parcels are kept in customs (cold/warm storage, condition, pressurized, ...) meaning there is a risk for damaging the contents of your goods as time passes by. 

Why so strict?
Even if you can use special characters and non-Sentence Case on the Coffea Circulor online platform, it is not sure that these characters or non-Sentence Case words will be interpreted correctly at all couriers or postal offices. You risk to not be able to retrieve your package with items. 

Some courier companies are extremely strict with what address details are provided. If one letter is incorrect, you risk your package to be returned or held in customs.

For example, do not replace or have your web browser replace your name with titles such as for example “Mr.”, “Mrs.”, “Herr” or alike.

Use correct and updated addresses. Keep your address to a maximum of 25 characters. Most courier and shipping companies do not accept addresses exceeding 25 characters. Are you planning on moving or going on vacation after placing an order? Use your new address and don't chase your package.

We prefer not to deliver to hotels or temporary addresses due to not knowing if you will be available. If you still want to receive your parcel 

Confirm you correct destination. On occasions, if you or your company changes offices, you are responsible for supplying the correct address. 

Do not state destination addresses such as: “On the opposite side of...” Courier and shipping companies are not able to guess your correct physical location. What you "think" does not always map correctly back to your courier personnel.

Always state a phone number and email for tracking information.

Always cross- and double check your address details before submitting your final order. 

Once your order has been confirmed, we can not assure that we will be able to change any delivery addresses. 

In the event that the carrier has attempted to delivery the goods to the customer and attempt is rendered as 'Delivery not possible', Coffea Circulor can not be held responsible for the customer/receiver not being available to receive the goods.

Claiming a refund for incorrectly signed packages is beyond our scope and we kindly decline such acts.

Digital contact details
Kindly provide your email-address and mobile telephone number for tracking updates. We will not use your digital addresses for any other matters than providing you with order updates such as tracking and (if you have accepted) digital newsletters.

Recommendations
We highly recommend each order to be shipped with a courier service. We always intend to ship and deliver with a courier service. Due to our location in Europe, even road services are lucrative for you as a customer where a shipment can reach you in 1-4 days. However, intercontinental shipping is less optimal for road services rendering an higher price. Our recommendation is to chose a courier service for intercontinental shipping. Kindly note that shipping cost is only to cover the actual shipping cost.

Responsibility

Kindly note that Coffea Circulor neither can accept or take responsibility for any of these following listed scenarios or alike that can occur in or outside of the logistics pipeline:

  • Customer / Receiver has stated wrong receiver address (for example omitted various details such as street name, different zip code, ...) and would like to change it after shipping information (i.e. generated shipping label) has been generated. 
  • Customer / Receiver is not available upon timing for deliver and claims the goods to either be re-shipped on Coffea Circulor's expense.
  • Customer / Receiver wishes to cancel an order after shipping information (i.e. generated shipping label) has been generated.
  • Customer / Receiver holds Coffea Circulor responsible for not being able to receive a package while the courier service or postal service reports delivery difficulties or issues such as "Receiver refused shipment", "Receiver not available", "Receiver premises closed", "Unknown address", etc. 
  • Customer / Receiver holds Coffea Circulor responsible for potential challenges that might arise upon custom clearance - particularly for international shipments.
  • Customer / Receiver holds Coffea Circulor responsible for potential "delayed" shipments where there in fact is "no delay" - it is due to the chosen shipping method that was done by the Customer during checkout. (For example, if regular mail service is selected and Customer 'expects' a shipment to arrive within 2 days while it 'could' be more than 2 weeks as expressed during checkout.) 
  • Unless a shipped package with issued tracking number is deemed and confirmed to be by any means "missing", "completely damaged", "experiencing prolonged delivery times", etc. that is out of Coffea Circulor's scope and control, Coffea Circulor can not be held accountable.
  • "Re-shipping" or "Re-funding" only applies when packages and items are confirmed missing or damaged, not if your selected shipping method renders a prolonged delivery time. 
  • Rejecting a shipment and afterwards claiming a new one is not possible. 
  • Under no circumstances use overhead information that goes in your receiving address details. For example, mixing private receiving names with company names that are not visible on the receiving address / mailbox / door / etc. This confuses the delivery services and you ultimately risk your package to either be sent in return, enter a state of limbo where it is placed (somewhere) in a terminal, ultimately and unfortunately be disposed. 
  • For DHL Freight specifically, do not use 2 address fields when entering your receiving address details. DHL removes the information provided in the second address field. For example, consolidate your "Address" + "House number" + "Floor" into one address line. 
  • Coffea Circulor can not cover "re-shipping" goods for free.
  • Coffea Circulor (again) recommends choosing your delivery method to reflect your matter of "urgency" to obtain your products. Always take into account that "Force Majeure" is imminent (such as Covid-19) hindering deliveries and "lockdowns". Although a package initially can have a reliable delivery trajectory (status for delivery) and can be on a good path to be delivered on time, for example 24 hours later after shipment and at the closest node, DHL Express can employ a complete shutdown of their services in certain areas affecting the trajectory of the delivery to go from 2 days to delivery to unknown. The same applies for PostNord and alike.  
  • Once your (the customer) order has been dispatched and you (the customer) has received a shipping and tracking information notification, it is your (the customer's) duty to thoroughly track and trace the package via its travel path. This way, you (the customer) will be able to identify potential difficulties in the travel path if so may occur by any reason (suspended service, package potentially lost, force majeure, etc.). Kindly note that Coffea Circulor also monitors and follows dispatched parcels. However, at times, it can be difficult due to other obligations. 
  • During shipment, each package is treated different, by people and machines. Some understand the true value of goods while some only 'do their job'. This is also why Coffea Circulor can leave partial guarantee to your package traveling safe and not becoming damaged in transport. 
  • Each country's gate for entry and their customs authorities have specific protocols for import. Checking goods can be done differently, timing can be extensive, quality of service can vary among other details. Kindly know these matters are beyond our control and we have very little impact. The Customer has better eligibility to know one's own country and its customs regulations. 
  • It is the sole responsibility of the Customer to to be aware of importing fees and taxes. The Customer is responsible for these charges entirely. 
  • In case of the event where a customs handling officer or the entire customs administration damages any of the shipped goods, Coffea Circulor can unfortunately not assist with customs handling issues as it is beyond our knowledge. However, we can assist to our best ability and can not leave any guarantees.
  • Kindly use the below contact information for the selected carrier for any inquiries and please remember to always state your tracking number:

    DHL Freight Sweden: dhlfreight.dom.se@dhl.com
    DHL Express Sweden: secsclaims@dhl.com
    PostNord Sweden: kundservice.se@postnord.com

  • As reference:
  • DHL Express reported an annual 99.6% shipping success rate for Coffea Circulor in the year of 2021. 
  • DHL Freight reported an annual 97% shipping success rate for Coffea Circulor in the year of 2021.
  • PostNord (tracked, recommended and insured) reported an annual 92% shipping success rate for Coffea Circulor in the year of 2021.
  • PostNord (untracked, not insured) reported an annual 90% shipping success rate for Coffea Circulor in the year of 2021.
  • Kindly use the above statistics to receive an overview of the shipping success rates and always bare this in mind when selecting your shipping courier. 

Shipping within Sweden
Expected shipping cost is starting from 4 EUR.
Order two bags or more for free shipping within Sweden.
The tracking number will be provided the day we dispatch and fulfill your order.

EU shipping
Order four or more 250g bags, alternatively 1kg, for free worldwide shipping.
Expected shipping cost is starting from approximately 7 EUR depending on package dimensions and weight.
The tracking number will be provided the day we fulfill and dispatch your order.

Non-EU and other continents
Order four or more 250g bags, alternatively 1kg, for free worldwide shipping.
Expected shipping cost is starting from 10 EUR depending on package dimensions and weight.
Kindly select your shipping method - standard or express. 
The tracking number will be provided the day we dispatch and fulfill your order.

Packaging dimensions and weight
We utilize packaging with various dimensions and double walled casing for large and extra large packaging. We also optimizing selection of packaging to ensure stacking possibilities for the carriers to reduce the price of shipping. 

Shipping Small: 0.25kg–0.49kg
Shipping Medium: 0.5kg–0.99kg
Shipping Large: 1kg–9.75kg
Shipping Extra: Large 10kg–20kg

At times, packaging material can vary due to supply, optimizing storage and packing in general. When necessary, we apply extra supporting material to ensure the structural integrity of boxes and packages hold up well during travel.