SALE & PURCHASE PROCEDURES

 

Please note that our company (Buyer or Seller of goods) is committed to ensuring the security of our suppliers and customers.

 

For this, we adhere strictly to established guidelines and regulations governing the purchase and sale of products, including providing services.

 

Please review our terms and conditions before initiating any discussions or transactions related to selling or purchasing products through our Company.

 

1) SALES & SUPPLY POLICY (HOW WE SUPPLY YOU)

 

We operates under strict international, national, and defense trade regulations. All clients must comply with the procedures and requirements set forth in this policy prior to initiating any purchase or cooperation with our company.

 

1.1. International Business Compliance

 

As recognized defense exporters and global traders, we engage exclusively with legally registered and authorized entities including companies, manufacturers, and government-approved institutions involved in the defense, security, and high-technology sectors.

All operations are conducted in full compliance with applicable international arms trade laws, conventions, and protocols.

 

1.2. Sanctions and Embargo Compliance

 

We strictly prohibit transactions with any individuals, entities, or countries that are currently subject to international sanctions or embargoes imposed by the United Nations, the European Union, or the Hellenic Republic (Greece).

Any violation of this compliance clause results in immediate termination of the transaction without liability on our part.

 

1.3. Regulatory Oversight

 

All our export activities are subject to governmental and security authority monitoring, inspection, and licensing within the jurisdictions in which we operate. This includes regular review by Ministries of Defense, police authorities, and other regulatory bodies to ensure that all goods are lawfully sourced and lawfully delivered.

 

1.4. Product-Specific Licensing Requirements

Certain goods, particularly weapons, ammunition, dual-use technologies, and controlled items, are subject to special export and import licensing procedures.

 

The following requirements apply:

 

a) Legal Entity Requirement

 

We only supply to:

 

- Legally established companies;

- Government-authorized entities;

- Agencies or armed forces authorized to import defense and security products.

 

No transactions are conducted with unregistered, uncertified, or privately unlicensed entities (except in specific categories outlined below).

 

b) End-User Certificate (EUC) / Import License

 

All buyers/end users must submit a:

 

- Valid and signed End-User Certificate (EUC), or

- Import License/Permission issued by competent government authorities in the receiving country.

- These are mandatory prior to contract execution and license issuance.

 

c) Government Approval / Export License

 

For all export-restricted goods:

 

- Approval must be obtained from the competent Ministry of Defense or equivalent regulatory authority in the exporting country.

- An Export License will be issued against the buyer’s valid EUC or import permit.

- No shipment will proceed without verified approval.

 

d) U.S. Firearms Regulations

 

Sales of automatic firearms to the United States are restricted to:

 

- Military and law enforcement agencies, or

- Federal Firearms License (FFL) holders operating inside Free Trade Zones, subject to ATF Form 6 approval.

 

e) Western European Firearms Compliance

 

In most Western European countries:

 

- Sales are permitted only to licensed corporate or governmental buyers;

- The firearms must be originally manufactured as semi-automatic or automatic (not modified civilian variants);

 

All applicable national import laws must be observed.

 

f) Local and National Firearms Regulations

 

The Buyer assumes full responsibility for ensuring compliance with all local and national firearm regulations, including licensing, restrictions, and approvals within their country.

 

g) Limited Private Sales

 

Some products in our catalog are available to private individuals, but only under strict legal control and local law compliance. Such sales are subject to enhanced due diligence, licensing, and documentation.

 

h) Third-Party Representation

 

In cases where agents or intermediaries act on behalf of an end user:

 

- Written authorization or Power of Attorney must be provided;

- The representative must disclose the end user’s full identity and contact information;

- Transactions with concealed or undisclosed principals are strictly prohibited.

 

2) PROCUREMENT POLICY (HOW WE BUY)

 

We maintain a structured and contract-based procurement policy to ensure compliance, transparency, and quality control.

 

All suppliers must adhere strictly to the following procedure when engaging in business with us.

 

2.1. Submission of Official Offer

 

Any potential supplier must submit a formal and official offer, which must include:

 

- Full product specifications and technical descriptions

- Brochures or product datasheets

- Unit prices based on FOB, FCA, CFR/C+F, or CIF terms, as applicable

- Estimated delivery timelines

- All mandatory certificates, licenses, and compliance documentation relevant to the offered goods

 

Incomplete offers or those lacking critical documentation will not be considered.

 

2.2. Offer Evaluation

 

Our Procurement Department will evaluate the offer based on technical compliance, legal status of the supplier, delivery capabilities, and commercial competitiveness. We reserve the right to reject any offer without obligation to provide justification.

 

2.3. Contractual Agreement Required

 

No procurement shall proceed without a signed contract. All purchases are made exclusively under the terms and conditions explicitly agreed upon in a legally binding purchase agreement.

 

This contract will outline all obligations of the parties, delivery terms, pricing, penalties, and applicable governing law.

 

2.4. No Verbal Commitments Accepted

 

We do not recognize or accept any verbal offers, promises, or arrangements. All engagements must be documented in writing and formally approved.

 

2.5. Binding Nature of Contract Terms

 

All purchases are conducted strictly in accordance with the signed contract. No deviations, changes, or supplementary conditions shall be considered binding unless formally agreed upon by both parties in writing.

 

3) ORDER PROCEDURES (REQUIREMENTS FROM BUYER/END USER)

 

As the official Seller, we require all Buyers and End Users to strictly adhere to the procedures outlined below. These procedures ensure regulatory compliance, operational transparency, and timely execution of defense-related transactions.

 

3.1. Request for Quotation (RFQ)

 

All potential Buyers must submit a formal Request for Quotation (RFQ) including complete and accurate details regarding the required products. This will be evaluated by our Commercial Department.

If the RFQ is submitted on behalf of a third-party end user, the applicant must include valid legal authorization confirming they are empowered to represent and negotiate on behalf of that end user.

 

3.2. Evaluation and Offer

 

Upon positive assessment of the RFQ, our company will issue an official commercial offer for the Buyer’s review. This offer will contain product specifications, pricing, delivery terms, and applicable conditions.

 

3.3. Offer Acceptance and Order Confirmation

 

Following the Buyer's acceptance of our offer, an Order Confirmation will be issued. The Buyer is required to sign and stamp the Order Confirmation along with completing any accompanying documentation.

 

3.4. Contract Issuance and Execution

 

Upon order confirmation, we will prepare and issue a formal Sales Contract containing all commercial, legal, and technical terms.

Both parties must review, agree, and sign the contract. Should any contractual terms not be mutually agreed upon, the transaction shall be considered void and non-binding.

 

Any supporting documentation required from the Buyer for licensing or logistics purposes will be requested and handled after contract execution.

 

3.5. End User Certificate (EUC) / Import Permission

 

Depending on the product classification and legal restrictions, the Buyer must provide a valid and signed End User Certificate (EUC) or an Import License/Permission from the destination country. These are mandatory for obtaining the necessary export authorizations from our side.

 

3.6. Down Payment and Production Booking

 

A non-refundable down payment is required following contract signature. This payment secures production or allocation of the goods and will be deducted from the final balance due.

No order will proceed to production or licensing without receipt of the down payment.

 

3.7. Pre-Shipment Inspection (Optional)

 

Should the Buyer request a Pre-Shipment Inspection (PSI), we will coordinate with a certified PSI entity (e.g., Bureau Veritas). All PSI-related costs and logistical arrangements are the sole responsibility of the Buyer.

 

3.8. Final Payment Prior to Export

 

100% payment of the total order value is required prior to shipment. No goods shall be shipped, delivered, or transferred without full settlement of the outstanding balance.

 

3.9. Letter of Credit (L/C) Conditions

 

Where payment via Letter of Credit (L/C) is requested:

 

- The L/C must be confirmed and irrevocable, issued by a Top 5 international bank, and approved by our financial institution.

- All associated L/C fees are to be borne exclusively by the Buyer.

 

3.10. Export Documentation Provision

 

Upon receipt of full payment, we will provide the complete export documentation package, including:

 

- Original Equipment Manufacturer (OEM) Certificate

- Packing List

- Air Waybill (AWB) or Bill of Lading (BL)

- Final Commercial Invoice in the Buyer’s name

 

3.11. Transportation and Delivery Terms

 

Transportation and associated costs are typically the responsibility of the Buyer, unless otherwise agreed in writing between the parties.

 

4) PRODUCT INSPECTION & PRE-INSPECTION POLICY

 

We recognize the importance of transparency and quality assurance in defense procurement. To support this, we offer pre-inspection and product viewing services under specific conditions. These procedures apply to brand new, surplus, or in-stock goods that are ready for shipment and for which a buyer has shown legitimate purchasing interest.

 

4.1. Initial Buyer Request – Request for Quotation (RFQ)

 

Any buyer interested in viewing or inspecting available products must submit a formal Request for Quotation (RFQ) with full technical and commercial details of the required items. If the RFQ is submitted on behalf of a third party (e.g., a foreign government or end user), a valid legal authorization or mandate from the actual end user must accompany the request, proving the requester's authority to act on their behalf.

 

4.2. Internal Evaluation and Offer Issuance

 

Upon receipt of the RFQ, we will evaluate the request. If positively assessed, a formal commercial offer will be issued, specifying the items, quantities, pricing, availability, and inspection conditions. No product inspection will be arranged without an official offer being first accepted by the Buyer.

 

4.3. Offer Acceptance and Scheduling of Inspection

 

Upon the Buyer’s acceptance of our offer, the inspection or product viewing can be arranged according to the following policy:

 

a) Proof of Funds Requirement: 

 

In most cases - especially involving high-value or restricted goods - the manufacturer, warehouse operator, or owner of the stock will require proof of the Buyer’s financial capability prior to granting access.

 

- This must be submitted as a Bank Comfort Letter on the letterhead of the Buyer’s bank.

- The letter must confirm that the Buyer has sufficient funds available to complete the transaction and is capable of blocking the amount for the expected deal duration.

 

Failure to provide this documentation may result in refusal of the inspection request.

 

b) Physical Inspection via Third-Party Agency (Optional)

 

Subject to the consent of the stock owner or manufacturer, the Buyer may request a Pre-Shipment Inspection (PSI) to be carried out by a recognized and certified inspection company (e.g., Bureau Veritas, SGS, or equivalent).

 

- The inspection will be coordinated by our Company.

- All inspection costs shall be prepaid by the Buyer, including travel, certification, handling, and coordination fees.

- The scope of inspection (quantity, condition, compliance) must be agreed in writing beforehand.

 

c) Remote Viewing or Video Inspection

 

If an on-site inspection is not possible due to location, time constraints, or legal restrictions, we may facilitate a remote live video inspection through a local representative, subject to the owner’s consent.

This includes:

 

- Live video call from the storage facility or warehouse;

- Visual confirmation of serial numbers, packaging, and condition;

- Q&A session with the attending representative.

 

Any costs associated with this arrangement (personnel, coordination, video services) will be agreed in advance and fully borne by the interested party.

 

4.4. No Guarantee of Reservation or Hold

 

Please note that inspection or product viewing does not reserve or guarantee availability of the goods. Only upon receipt of a down payment or full contract execution will the stock be officially booked or withheld for the Buyer.

 

5) DELIVERY OF ORDERS

 

We adhere to strict export compliance procedures and international logistics standards. The delivery of all products is subject to the following terms and conditions:

 

5.1. Timeframe for Export Licensing and Delivery

 

The timeline for the issuance of export licenses, regulatory permissions, and the preparation of goods for delivery is governed exclusively by the laws, regulations, and administrative procedures of the exporting country. We cannot guarantee exact delivery timelines due to the involvement of external government authorities and control bodies.

 

All delivery estimates provided are indicative only and subject to change based on the licensing authority’s processing speed and administrative workload.

 

5.2. Potential Causes of Delay

 

The following non-exhaustive circumstances may result in delivery delays, without liability to our Company:

 

Force Majeure Events: As defined by the International Chamber of Commerce (ICC), this includes unforeseen and uncontrollable events such as war, civil unrest, natural disasters, pandemics, government actions, or other events beyond our reasonable control.

 

Buyer-Side Responsibility: Delays arising due to Buyer or End User actions or omissions, including:

 

- Late issuance or submission of End User Certificate (EUC) or Import License;

- Submission of incorrect, incomplete, or invalid documentation;

- Errors in critical data (e.g., company names, product types, consignee details) leading to license rejection;

- Delays in obtaining mandatory authorizations or permits from local authorities.

 

Non-Payment by Buyer: No delivery will proceed unless full payment is received. Any delay in payment by the Buyer directly impacts the delivery schedule.

 

International or National Holidays: Public holidays in either the exporting or importing countries may affect government office operations and transport schedules.

 

Our Company, the manufacturer, and the exporter accept no liability for delays caused by the above factors.

 

5.3. Additional Costs Due to Buyer-Caused Delays

 

Any costs incurred as a result of delays caused by the Buyer or End User shall be borne exclusively by the Buyer. This includes but is not limited to:

 

- Warehouse storage and handling fees

- Port demurrage charges

- Interest on overdue payments

- Additional banking and administrative fees

- Export license reissuance or amendment costs

 

Such costs will be invoiced to the Buyer and must be settled before the release of goods.

 

5.4. Delivery Condition and Release of Goods

 

Goods will be delivered only upon full payment of the total order value, unless an alternative payment structure has been explicitly agreed upon in the contract.

 

In the absence of full payment or a legally binding alternative arrangement, we reserve the right to withhold shipment and to seek full enforcement of the contract, including legal remedies for breach.

 

6. ORDER CANCELLATION POLICY

 

We enforce a strict and irrevocable order cancellation policy. Buyers are contractually bound to the full execution of an order once confirmed. Initiating an order with us signifies full acceptance of these terms.

 

6.1. Permitted Cancellation Period

 

A confirmed order may only be cancelled without financial liability within seven (7) calendar days of confirmation, only if no production has begun and no regulatory procedures (e.g., export/import license applications) have been initiated.

After this period, the order becomes non-cancellable and fully enforceable, with all down payments considered final and non-refundable.

 

6.2. Cancellation Charges According to Order Stage

 

Cancellation of a confirmed order, for any reason other than force majeure, will incur non-negotiable fees as follows:

 

- Export license applied, but no production started: Cancellation Fee (of total order value) 3% to 5%

- Export license issued, but no production started: Cancellation Fee (of total order value) 5% to 10%

- Export license issued & production in progress: Cancellation Fee (of total order value) 30% to 40%

- Export license issued & production completed: Cancellation Fee (of total order value) 40% to 50%

 

In all such cases, any advance payments made by the BUYER shall be irrevocably forfeited, with no right to refund and without the BUYER having any financial or legal claims against the SELLER. These amounts shall be considered liquidated damages, representing a genuine pre-estimate of loss and not a penalty.

 

6.3. Breach of Agreement / Prolonged Inaction

 

If the Buyer fails to fulfill contractual obligations - including payment, documentation, or acceptance of goods - for a period exceeding three (3) months, this constitutes a material breach of contract, and the following shall apply:

 

- Buyer shall be liable for no less than 50% of the total order value, immediately payable.

- Any partial payments already made are forfeited in full.

- If the forfeited amounts do not cover the above, the Buyer is liable for the remaining balance, including any additional costs (storage, legal action, logistics, admin fees), to be invoiced and legally pursued.

 

6.4. Non-Refundable Conditions for Down Payments

 

Under no condition shall any down payment or payment be refunded if cancellation or failure to complete the transaction results from the Buyer’s actions or inaction, including:

 

(a) Financial inability or refusal to complete payment

(b) Silent withdrawal or abandonment of the order or failure to communicate

(c) Withdrawal after export license issuance or production initiation

(d) Failure of end user to obtain required End User Certificate or Import Permit

(e) Refusal to pay for shipping, licensing, inspection, or third-party services

(f) Cancellation for reasons not recognized under force majeure

 

Such behaviour is treated as a contractual default and will result in the forfeiture of all funds received

 

6.5. Liability for Additional Costs

 

The Buyer shall bear all additional costs resulting from cancellation or failure to complete the transaction, including but not limited to:

 

- Storage charges

- Demurrage and logistics handling

- Export permit cancellation/amendment fees

- Banking charges and interest

- Third-party legal or customs expenses

- These will be invoiced and are immediately payable upon demand.

 

6.6. Dispute Resolution

 

All disputes will be resolved in accordance with the laws of the Hellenic Republic (Greece). Parties agree to attempt resolution through negotiation or mediation prior to seeking legal remedies. Exclusive jurisdiction lies with the competent Greek courts.

 

6.7. Force Majeure

 

Our company is not liable for performance delays or disruptions resulting from unforeseeable circumstances beyond its control, including but not limited to natural disasters, war, political embargo, governmental restrictions, or regulatory interventions. In such cases, the company will notify the Buyer in writing and work to minimise any negative impact. The Force Majeure clause will be incorporated into the final contract.