Terms & Conditions
These Terms and Conditions apply to all contracts entered into between Root System (“Root System”, “we”, “us”, or “our”) and its customers.
1. General Terms
Root System agrees to carry out the requirements of the customer in accordance with written specifications supplied by the customer and recorded in writing between the parties.
Unless otherwise agreed, payment for goods ordered by the customer must be made at the time of placing the order. If payment is not received by the last day of the month following delivery, interest will accrue at 8% per annum from the invoice date.
Ownership of goods supplied by Root System remains with us until full payment has been received (i.e., cleared funds for the entire order relating to those goods).
If the customer wishes to change the design, artwork, or any other aspect of an order, this request must be made in writing to Root System. We will do our best to accommodate changes but reserve the right to charge for any additional costs incurred. Customers will be notified of any additional costs at the time of the request. Please note, orders requiring new artwork will not commence until artwork has been signed off by the customer. Root System also reserves the right to amend the delivery time frame should any changes be required.
Root System reserves the right to cancel or refuse any order placed online or over the phone.
2. Samples
We offer plain samples of all our products, and highly recommend ordering samples if you're trying something new.
Samples are charged in full, but can either be:
- Returned with no restocking fee, or
- Credited against a future order if you proceed.
Please note: We can only provide one sample per size and item SKU, due to supplier limitations. Trying before buying helps ensure you get the right fit, fabric, and finish — especially for bulk or branded orders.
3. Custom & Printed Orders
Customised garments (embroidered, printed, or otherwise altered) cannot be returned, unless faulty.
Artwork approval is mandatory before any production begins. We are not liable for any errors once artwork has been signed off.
We reserve the right to refuse any order that includes:
- Offensive words, slogans, graphics, or icons
- Copyrighted material, images, logos, or protected imagery without express permission
4. Artwork Requirements & Lead Times
To ensure your logo is reproduced to the highest standard, please provide artwork in EPS, AI, or TIFF format. If unavailable, we also accept PDF or JPEG files. Our artwork team will review and advise if a redraw or adjustment is required for print quality.
You’ll receive your artwork proof by both email and text message. Production cannot begin until you’ve approved the artwork in writing. Once approved, Root System cannot accept responsibility for any errors — so please double-check everything before sign-off.
Proof turnaround: within 24–48 hours of receiving your files.
Printing lead time: 8–14 business days after artwork approval (depending on order size/complexity). Larger or bespoke requests may require the full lead time.
Plain (non-printed) orders: ship within 2–5 business days from order, subject to supplier availability.
If your order is urgent or for a specific event/deadline, please contact us and we’ll do our best to accommodate.
5. Returns & Refunds
Plain (non-customised) items may be returned within 28 days of receipt, provided they are:
- In original condition
- Unworn, unwashed, with tags and packaging intact
Free Royal Mail returns are available. Include your order number and retain proof of postage. We reserve the right to refuse non-compliant returns or levy a re-packaging fee.
If a plain item is faulty, contact us within 48 hours of receipt with supporting photos. For manufacturing errors, we may repair or correct issues before issuing a replacement or refund, at our discretion.
Customised items (printed, embroidered, or otherwise altered) cannot be returned unless faulty.
6. Delivery Terms
UK mainland orders over £150 (ex VAT) qualify for free delivery. Orders under £150 (ex VAT) incur a £5 (ex VAT) charge at checkout.
All orders ship via Royal Mail Second Class (2–3 business days from dispatch). As a dropship business, items may first be sourced from suppliers, which can add short delays before dispatch.
Scottish Highlands, Northern Ireland, Channel Islands, and Isle of Man deliveries incur a £20 flat fee; delivery times may vary.
For overseas delivery costs, please refer to our International Delivery guide.
Once dispatched, you will receive a confirmation email.
7. VAT & Discount Codes
Products marked “no VAT” may have qualifying terms (e.g., safety footwear for individual non-employee use). Employee purchases will incur VAT unless otherwise stated. It is the customer’s responsibility to notify us if VAT should be applied; otherwise, individual use is presumed.
Email discount codes cannot be applied to existing deals (e.g., bundles or wearer packs) and are valid for online transactions only. Use of discount codes is at our sole discretion.
8. Legal & Governing Law
All contracts and disputes under these Terms and Conditions shall be governed by English law.
Nothing in these Terms and Conditions removes, restricts, or affects the customer’s statutory rights.
Colours shown on the website or device screens may not exactly match the final product. Direct to Film (DTF) printing and material variations can cause colour differences. We strive for accuracy but cannot guarantee exact colour replication.
