Payment, Shipping, Returns, Legal & Limited Warranty Agreement
All business conducted between a customer and HotSpot Energy (HSE, or HotSpot) is subject to the terms, conditions and policies of this document.
All orders are prepaid before shipping. All payments
must be made in US Dollars. HotSpot accepts check,
credit card, or PayPal from USA customers. Checks will
be held for clearance or verification. Non-USA customers
may use credit cards (with verification) or PayPal
for orders up to $2,500, international orders above
$2,500 are paid via wire transfer. No cashiers checks
or money orders will be accepted. Orders under $7,500
are paid at the time of the order. Orders above $7,500
require a 50% deposit and balance paid before shipping. All container, private-label, special, or non-standard orders must be fully prepaid or paid 50% deposit with balance secured by approved LOC (Letter of Credit) drawn on a USA bank.
USA Shipping Policy
HotSpot ships products to its customers only via common
carrier. HotSpot does not itself deliver products or
make any products available for customer pick up except
via common carrier. It is the exclusive responsibility
of the customer to pay any shipping costs, fees, taxes
or other costs incurred in shipping. The estimated
shipping quote provided by HotSpot is the quote provided
to HotSpot by the applicable common carrier. If shipping
circumstances beyond the knowledge or control of HotSpot
cause additional shipping costs or fees, such as security
inspection, restricted delivery, lift-gate costs, inaccessible
delivery address, etc., customer is responsible for
the additional costs or fees.
Production & Shipping Intervals
HotSpot ships standard heat recovery water heating systems within 3 days. Pool heating equipment is configured for each customer and typically ships within 5 days. Air conditioners: small orders usually ship within 5 days, container orders usually within 30-45 days. Private label or special certifications require additional time. Any shipping delays will be communicated to customer.
International Shipping & Container Orders
For LCL orders HotSpot ships to your USA freight forwarder.
For container orders shipped by sea, HotSpot will quote
a price delivered to your port including insurance,
and help complete ISF or other paperwork. HotSpot can also quote EXW terms. Customer
is responsible for all customs clearance, duties, taxes,
drayage, storage, inspections, etc. Any shipping damage claims must be filed directly with the shipping
and/or insurance company.
Payments For Container or Factory Direct Orders
Failure of customer to make final payment when due may result in cancellation of the order. Upon ready to ship notification, customer will transfer final payment within 3 business days. Storage and re-scheduling fees of 1% of the order value, per day of payment delay after the 3rd day, shall be added to customers cost. If final payment is not received within 10 business days, the order will be cancelled and the goods sent back to the factory for re-manufacturing to correct branding, if needed, and/or shipped to HotSpot's Virginia warehouse or other such location as HotSpot designates for disposal. Fees for transportation, storage, re-stocking, re-branding or disposal of up to 50% of the total order value will be charged to the customer and shall be deducted from any advance payment made by customer. Customer refund, if any, shall be forwarded to customer after HotSpot has disposed of the goods.
Shipping Damage Claims USA
Customer must inspect the shipment carefully upon receipt
and note in writing, any damage, on the shipping company’s
documents, and retain a copy of the noted document.
If the packaging has been dented, crushed or otherwise
damaged and if not possible to fully inspect at time
of delivery, the customer must note on the shipping
company shipping documents “package damaged, may have
concealed damage”. The customer must inspect the products
promptly, delayed claims for damages are not usually
successful. HotSpot can assist you with a damage claim
but HotSpot is not responsible for shipping damages.
All damage claims must be filed with the shipping company
and are subject to applicable tariff or law.
Return Merchandise Authorization
HotSpot is under no obligation to accept any merchandise
for return for any reason other than under a valid
warranty claim or if we shipped a product different
from what was ordered (wrong item). It is the customer’s
responsibility to determine, and order, the correct
product for the customer’s application. HotSpot may
agree to accept returns for exchange or refund at its
sole discretion. Any merchandise returns authorized
by HotSpot, other than for defective or wrong product,
must be return shipped pre-paid and any refund or exchange
may be subject to a deduction for shipping costs incurred
plus a restocking fee of up to 25%. Custom or special
ordered products are not returnable. Before shipping
any item to HotSpot, customer must first contact HotSpot
and obtain a RMA (Return Merchandise Authorization)
number. HotSpot will refuse delivery of any items shipped
to us that do not have a valid RMA number on the
In order to make any exchanges or replacements as quickly as possible for the customer, HotSpot provides an advance replacement option whereby HotSpot can replace an item prior to receiving the item back from the customer. In order to ensure that HotSpot receives the exchanged or replaced item back in a timely manner, HotSpot requires advance payment for the replacement item and will refund or credit the payment after the replaced or exchanged item has been received, inspected/approved, provided it is received within 30 days. Due to restrictions imposed by our suppliers, we must receive the replaced items within the 30 day window or we cannot get credit for the parts and in that case, we cannot offer credit to the customer. If HotSpot does not receive the exchanged or replaced item back from the customer within 30 days of shipping the replacement item, no credit or refund shall be made.
Collections & Legal
If HotSpot takes action to collect any unpaid monies from customer, HotSpot shall be entitled to recover its reasonable collection and/or legal costs from the customer.
In the event of any legal action brought under, or between the parties of, this Payment, Shipping, Returns, Legal & Limited Warranty Agreement, exclusive law choice and venue shall lie in Chesapeake, VA, USA.
HotSpot Energy LLC (HSE) warrants to the original end-user customer
that the HSE products will be free from defects in
material and workmanship for the duration described
herein, or as described on the official HSE product description,
whichever is the longer term. HSE does not warrant
that the operation of any product will be uninterrupted
or error free or that the equipment is suitable for
any particular application. HSE’s limited warranty
covers only those defects that arise as a result of
normal use of the product when installed by a qualified installer and does not cover any other
problems, including those that arise as a result of:
(i) improper installation, use, maintenance or modification;
(ii) parts or supplies not provided or supported by
HSE; (iii) operation outside the product’s specifications;
or (iv) unauthorized modification, repair, or misuse;
(v) water quality problems; (vi) relocation or re-installation of the product after original installation. An improper installation
includes failure to comply with our instructions, relevant
law, codes, industry best-practices and specified procedures/specifications
of the relevant industry or regulatory bodies, for
example, compliance with ASHREA, AHRI, BOCA, the US
National Electric Code, local codes, etc., as applicable
to the installation.
If HSE receives, during the applicable warranty period, notice of a defect in any product which is covered by HSE’s warranty, HSE shall either repair or replace the product, or provide an equivelant new or reconditioned product, at HSE’s option. If HSE is unable to repair or replace, as applicable, a defective product which is covered by HSE’s warranty, HSE shall, within a reasonable time after being notified of the defect, refund the purchase price of the product less a reasonable deduction for damage or wear. HSE shall have no obligation to repair, replace or refund until the customer returns the defective product to HSE for a determination of the problem and/or Warranty coverage. Any replacement product may be either new, removed from another system, or repaired, etc. provided that it has functionality at least equal to that of the product being replaced. Any defective claim product must be returned to HSE for examination to determine if the product is defective or if failure is the result or misuse, improper installation or maintenance etc. HSE’s determination will be final.
HotSpot Limited Warranty covers only products manufactured by HotSpot. Other products provided by HotSpot carry their own respective warranties or guarantees. HotSpot generally handles warranty claims on behalf of its 3rd party manufacturers, but is not obligated to do so. HotSpot warrants it’s hardware only for repair or replacement. In no event shall HSE be liable for costs of repairs, labor, installation, or shipping costs related to a warranty claim.
Limitations of Warranty
TO THE EXTENT ALLOWED BY LOCAL LAW, HOTSPOT ENERGY LLC MAKES NO OTHER WARRANTY OR CONDITION OF ANY KIND, WHETHER EXPRESS OR IMPLIED WARRANTIES OR CONDITIONS OF MERCHANTABILITY, SATISFACTORY QUALITY, AND FITNESS FOR A PARTICULAR PURPOSE.
Limitations of Liability
To the extent allowed by US local law, the remedies provided in this Limited Warranty are the customer’s sole and exclusive remedies. TO THE EXTENT ALLOWED BY LOCAL LAW, IN NO EVENT SHALL HOTSPOT BE LIABLE FOR DIRECT, INDIRECT, SPECIAL, INCIDENTAL OR CONSEQUENTIAL DAMAGES, WHETHER BASED ON CONTRACT, TORT, OR ANY OTHER LEGAL THEORY AND WHETHER ADVISED OF THE POSSIBILITY OF SUCH DAMAGES.
This Limited Warranty gives the customer specific legal rights. The customer may also have other rights which vary from state to state. International warranty claims are subject exclusively to Virginia, USA law.
To the extent that this Limited Warranty is inconsistent
with US local law, the inconsistent parts of the Limited
Warranty shall be subject to such local law. Under
such local law, certain disclaimers and limitations
of this Warranty may not apply to the customer. For
example, some states in the United States may: (i)
preclude the disclaimers and limitations in this Limited
Warranty statement from limiting the statutory rights
of a consumer; (ii) otherwise restrict the ability
of a manufacturer to enforce such disclaimers or limitations;
or (iii) grant the customer additional warranty rights,
specify the duration of implied warranties which the
manufacturer cannot disclaim, or allow limitations
on the duration of implied warranties.
The Limited Warranty on each of our products is typically stated individually for each product we offer. If no warranty is explicitly stated, the warranty period is as follows:
Heat recovery heat exchangers (copper) - 5 Years
Titanium heat exchangers - 10 years
Pumps & compressors - 1 year
Other mechanical or electronic components - 1 Year
Cosmetic (items not materially affecting performance)- 30 days
Additional Warranty Limitations for Private Label & International Distributors:
For private label & international distributors, HotSpot provides a 1% free spare parts allowance along with the order as it's exclusive warranty program. Customer may specify a parts list or ask HotSpot to include a suggested list of parts in the order. If the customer does not select either of these options, spare parts may be specified at a future time but will incur additional shipping costs. Private label & international distributors are responsible for handling all warranty claims for their own customers.
Address Correspondence To:
732E Eden Way North 255
Chesapeake VA 23320
USA Nationwide Telephone:
International or Local:
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