Policies, Terms & Conditions

Effective: October 20, 2026
Last Updated: October 20, 2026

These Terms and Conditions ("Terms") apply to every quote, order, invoice and sale of vending equipment, parts, supplies and services by Vending Concepts, LLC. Please read them before you buy. Section 22 disclaims implied warranties and Section 23 limits our liability.

1. About These Terms

Who we are These Terms are issued by Vending Concepts, LLC, a Texas limited liability company, 1001 Miller Avenue, Fort Worth, Texas 76105 ("Vending Concepts," "we," "us"). They govern every sale we make to the buyer named on the order ("Buyer," "you").

How you accept You accept these Terms when you do any of the following:

1. sign or initial them, in ink or electronically;
2. sign an invoice, quote or Equipment Sales Sheet that references them;
3. complete checkout on vendingconcepts.com; or
4. pay for, take delivery of, or use anything we sell you.

Acceptance applies to the whole document.

Business purchase You represent that you are buying for business, commercial or resale purposes and not primarily for personal, family or household use, and that the person accepting these Terms is authorized to bind the Buyer.

Which document controls If documents conflict, this order controls:

1. a written agreement signed by an officer of Vending Concepts that expressly overrides these Terms;
2. the signed invoice, quote or Equipment Sales Sheet;
3. these Terms;
4. product listings on vendingconcepts.com.

Pre-printed or standard terms on a Buyer purchase order are rejected and have no effect.

Entire agreement These Terms and the order documents are the entire agreement for the order. Statements by sales staff, marketing materials, product descriptions and photographs are informational. They are not warranties or promises unless repeated in the order documents or in Section 12 or 13.

2. Definitions

"Equipment" means vending machines, glass-front coolers, freezers, smart and AI retail units, coffee and brewer units, micro-market hardware, kiosks and other vending equipment, new or pre-owned, including money systems, card readers and options configured with the unit at the time of sale.

"Parts" means components and accessories sold separately from Equipment, such as bill acceptors, coin mechanisms, card readers sold alone, control boards, harnesses, motors, spirals, cooling decks, refrigeration units, compressors, doors, glass, locks and keys.

"Supplies" means consumables such as cups, filters, cleaning products, labels and signage.

"New" means Equipment or Parts in the manufacturer's original condition and not previously placed in service.

"Pre-Owned" means Equipment or Parts that have been previously used, refurbished, reconditioned, retrofitted or graded, whatever label is used. Certified Refurbished and Bargain Basement listings are Pre-Owned.

"Special Order" means anything we do not stock and must order, build, configure or customize for you, including custom graphics or wraps, custom programming or planogram setup beyond our standard setup, non-stock colors or options, factory-direct or drop-shipped items, retrofit or conversion projects, and any order marked "special," "custom" or "rush" on the order documents.

"Order Date" is the date and time we receive your payment, signed financing contract or signed order documents, whichever comes first.

"Ship Date" is the date a carrier takes possession of the shipment at our facility or the manufacturer.

"Delivery" is the date the carrier records delivery to your address, or the date you or your agent pick the item up.

"Business Day" means Monday through Friday, Central Time, excluding U.S. federal holidays.

"RMA" means a Return Merchandise Authorization number issued in writing by Vending Concepts. Request one by emailing sales@vendingconcepts.com (Equipment) or parts-team@vendingconcepts.com (Parts) with the invoice number, the name on the order, the item and the reason for return. No return is accepted without an RMA, and only Vending Concepts management can issue one.

"Transit Protection" means the coverage described in Section 7.

3. Orders, Pricing and Payment

Your order You are responsible for reading the full listing, quote or Equipment Sales Sheet before you buy, including the condition grade, options and delivery type. Your order is binding when you complete checkout, sign the order documents or pay.

Payment Unless the order documents say otherwise, payment in full is due before shipment. Accepted payment methods are shown at checkout and on the invoice. Financed orders are governed by the financing contract, and we ship when the finance company authorizes funding. We may require a signed tax-exemption certificate before invoicing a tax-exempt order.

Taxes and fees Prices do not include sales, use, excise or similar taxes, or any permit, licensing or inspection fees. Where we are required to collect tax, it is added to the invoice. Where we are not, you are responsible for paying it.

Quotes Written quotes are valid for 30 days unless the quote says otherwise. Freight quoted for a specific address and delivery type is valid only for that address and delivery type.

Pricing errors If a listing, quote or invoice contains a pricing, freight, availability or description error, we may correct it or cancel the affected order at any time before shipment and refund what you paid for it in full. That refund is your only remedy for an order cancelled under this paragraph.

Lead times Ship and delivery dates are estimates, not guarantees, unless you buy a guaranteed delivery service under Section 5. Manufacturer backorders, carrier capacity and weather can move dates, and we will tell you when they do.

4. Cancellations

Within 24 hours You may cancel any order at no charge by emailing sales@vendingconcepts.com within 24 hours of the Order Date.

After 24 hours A cancellation received more than 24 hours after the Order Date and before the Ship Date is subject to a cancellation fee of 25% of the order value, plus any freight or accessorial charges we have already incurred. This applies to New and Pre-Owned Equipment and to Parts.

Special Orders Special Orders cannot be cancelled after the 24-hour window. Amounts paid are non-refundable because we have committed to the manufacturer, graphics vendor or configuration work on your behalf.

After shipment Once an item ships it can no longer be cancelled. Returns are covered by Section 10 (Equipment) and Section 11 (Parts and Supplies).

Refunds Refunds are issued to the original payment method within 10 Business Days after we approve the cancellation. Financed orders are refunded to the finance company.

5. Shipping and Delivery (Equipment)

Where we ship We ship Equipment within the 48 contiguous United States. We do not arrange international shipments. If you export Equipment, you arrange the carrier, and our responsibility ends when your carrier takes possession at our dock.

Free shipping Freight is free on all Equipment delivered by our carrier to a commercial address in the 48 contiguous states that has a loading dock or forklift and is not a Limited Access location. Free shipping does not apply to Parts or Supplies, residential or Limited Access addresses, Remote locations, or the extra services listed below. Those charges are quoted and collected before shipment.

How Equipment ships Equipment ships LTL freight, strapped to a pallet and wrapped. Standard delivery is to the curb, dock or ground at the delivery address. The driver does not bring Equipment inside, unpack it, remove it from the pallet or set it in place.

Moving the Equipment to its final location, removing the pallet and packaging (usually needed to fit through doorways), leveling, and any assembly or adjustment are your responsibility. If you need help with any of that, ask for a quote before you order.

Delivery options and extra charges Freight is priced on the delivery type and services you choose when you order. If the carrier finds on arrival that the address or service is different from what you told us (for example, a residence listed as commercial, or a site the carrier classifies as Limited Access), the carrier's additional charges are your responsibility and will be invoiced to you.

• Commercial, dock or forklift: delivered to your dock, or you unload with a forklift. Included in free shipping.
• Commercial, lift gate: the driver lowers the pallet to the ground at the curb, storefront or receiving area. Nothing goes inside. Lift-gate fee applies.
• Residential: delivery to a home address. Lift gate is required and carriers add a residential surcharge. Residential and lift-gate fees apply.
• Limited Access: locations carriers classify as restricted or slow to deliver to (see list below). Lift gate is usually required. Limited-access fee applies.
• Remote: locations off normal freight lanes where carriers charge a premium. Quoted per shipment.
• Inside delivery: the carrier moves the palletized machine through one ground-level door. The door must be at least 4 inches wider than the pallet, and the opening at least 6 inches taller than the machine on its pallet. The carrier does not unpack or remove the pallet. Quoted.
• White-glove: the carrier brings the machine inside, removes the pallet and places it. Quoted per site; access photos and measurements are required.
• Appointment: the carrier calls to set a delivery date and window. Usually adds transit time. Fee applies.
• Call-ahead: the driver is asked to call before arrival. Carriers do not guarantee it, so track your shipment rather than relying on the call. Fee applies.
• Priority/expedited: upgrades transit from "estimated" to "expected." If the carrier misses the expected date, the only remedy is a refund of the priority fee. Quoted.
• Guaranteed delivery date: the carrier guarantees a date. Same remedy as priority. Quoted.

Limited Access locations Limited Access locations include, without limitation: amusement parks; apartments and residential complexes; camps, parks and resorts; churches, mosques, synagogues, temples and other places of worship; colleges, universities and schools; construction sites; farms and ranches; fairs; golf and country clubs; government facilities; hotels and motels; individual or mini storage units; military bases; mine sites; nursing homes; and prisons. Carriers make the final classification.

Detention and redelivery The carrier allows 30 minutes to unload. Time beyond that is billed in 15-minute increments. If no one is available to receive the shipment, the address is inaccessible, or delivery is refused, the carrier's redelivery, storage and reconsignment charges are your responsibility.

Be ready to receive Have someone present who can inspect the Equipment, note damage on the delivery receipt and sign. What you write on that receipt decides whether Transit Protection applies (Section 7).

Delays We are not liable for carrier delays, weather or other events outside our control (Section 25). Estimated transit times are not guarantees.

Customer pickup If you or your carrier pick up at our facility, we load the palletized unit onto your vehicle, and securing it for transport is your responsibility. Pickup must be completed within 10 Business Days after we tell you the order is ready, after which Section 19 applies. Transit Protection does not apply to shipments you arrange.

6. Shipping (Parts and Supplies)

Charges Parts and Supplies ship by parcel carrier (UPS, USPS or similar), or by LTL freight for large items such as cooling decks and doors. Shipping is charged at the rate shown at checkout or on the invoice. Free shipping on Equipment does not extend to Parts, even when a Part is on the same order.

Damaged Parts We insure Parts shipments for their invoiced value. If a Part arrives damaged, keep the packaging, photograph the damage and the box, and email parts-team@vendingconcepts.com within 2 Business Days of delivery. We file the carrier claim and will ship a replacement or credit you. We may ask you to keep the damaged item for carrier inspection or return it on our label. Claims reported after that window may be declined by the carrier.

Lead times Stock Parts normally ship within 1 to 3 Business Days, and delivery typically takes 1 to 5 Business Days after shipping. Reconditioned assemblies (such as cooling decks) may need testing before shipment and can take longer; we will tell you. Special Order Parts ship when received from the manufacturer.

7. Transit Protection and Damage Claims (Equipment)

What is covered Every Equipment shipment carried by a carrier we arrange is covered by Transit Protection at no extra charge. If Equipment is lost or physically damaged in transit, we will, at our option, repair it, replace it, or issue a credit or refund for the damaged item. We handle the carrier and insurance claim. You do not file with the carrier.

What you must do at delivery Carriers reject claims that are not documented, so before you sign the delivery receipt:

1. inspect every unit, including the back and sides, for dents, punctures, forklift holes, broken glass, torn wrap or a shifted pallet;
2. if you see any damage, write "DAMAGED" on the delivery receipt and describe it briefly;
3. photograph the damage while the unit is still on the truck or pallet; and
4. if the unit is severely damaged, you may refuse it by writing "REFUSED - DAMAGED" on the receipt and calling us immediately.

Notify us within 24 hours Email sales@vendingconcepts.com (or your sales representative) within 24 hours of Delivery with the invoice number, a copy of the signed delivery receipt showing the damage notation, and photographs. This notice starts our claim.

Signing clean If the delivery receipt is signed without a damage notation, you are confirming the Equipment arrived in good condition. Transit Protection does not apply to visible damage that was not noted on the delivery receipt, because we cannot recover it from the carrier. You may still ask us for repair parts or service at our standard rates.

Concealed damage Damage that could not reasonably be seen before unwrapping (for example, damage inside the cabinet) must be reported to us within 48 hours of Delivery, with photographs taken before the unit is moved further or installed. Concealed-damage claims are handled with the carrier under carrier rules and may be limited by them. We will pursue them in good faith but cannot guarantee the result.

What is not covered Transit Protection does not cover:

• damage caused while moving, unpacking, removing the pallet from or installing the Equipment after Delivery;
• shipments picked up at our facility by you or your carrier;
• shipments where you arranged the freight;
• cosmetic marks consistent with the unit's condition grade; or
• losses caused by refusing delivery for reasons other than damage.

Exclusive remedy The repair, replacement, credit or refund described above is your only remedy for transit loss or damage. Transit damage is not grounds to cancel the order, withhold payment, or dispute the charge with your card issuer or finance company (see Section 20).

8. Title and Risk of Loss

Risk of loss For Equipment shipped by our carrier, risk of loss passes to you at Delivery, subject to your inspection and notice duties in Section 7. For Equipment you or your carrier pick up, risk of loss passes when the Equipment leaves our dock.

Title Title passes to you when we have received payment in full (or, for financed orders, when the finance company funds). Until then, we keep title and a security interest in the Equipment and any proceeds, and you authorize us to file any financing statement needed to perfect it.

9. Machine Condition and Configuration

Condition grades Every Pre-Owned unit is sold under one of the grades below, and the grade on your order documents is part of the description of what you are buying. Listing photos represent the grade, not the specific unit, unless the listing says "actual unit pictured." All grades receive serviced money systems (where included), a fully tested control board, and a functional test of primary purposes before shipment.

• Grade A, Excellent (Reconditioned), cosmetic score 9 to 10. Thoroughly tested and repaired to function as designed; parts replaced as needed; bodywork and fresh exterior paint where applicable; reconditioned trim; tough-front refacing on snack machines and a new sign on drink machines where applicable; detail cleaned; final manager inspection. Comparable to a certified pre-owned vehicle and suited to high-end, image-sensitive locations. Returnable under Section 10.
• Grade B, Good, cosmetic score 6 to 8. Thoroughly tested and repaired to function as designed; mechanical parts replaced as needed; wiped down, not detail cleaned; no cosmetic reconditioning. Normal visible wear such as minor scratches, nicks, dents, scuffs, dings, minor cracks and some fading. Works as well as Grade A but looks used. Suited to most white- and blue-collar locations. Returnable under Section 10.
• Grade C, Fair, cosmetic score 3 to 5. Tested and repaired so primary purposes work; secondary functions such as lights and hinges work but may not be optimal; wiped down only. Blemishes beyond normal wear, including rust, dents, scratches and fading. Suited to locations where appearance is secondary. Returnable under Section 10.
• Grade F, Bad (As-Is), cosmetic score 1 to 2. Tested and repaired for primary purposes only; nothing cosmetic is addressed; not cleaned. Severe blemishes such as rust throughout, cracks, major dents, severe fading, dirt and grime. Secondary functions may not work and will not be repaired. You are expected to do all cosmetic work before placement. Sold cosmetically "as is, where is" and covered by the warranty in Section 12 for primary purposes only. Not returnable.

Primary purposes and secondary functions Primary purposes are: accepts payment as configured; refrigerates or heats as designed where applicable; dispenses product; and locks securely. Secondary functions are lighting, hinges, trim, signage, sound and other features that do not prevent a sale.

Listing labels Every listing states either "N - New" (manufacturer-new, covered by the manufacturer's warranty) or a Pre-Owned grade A, B, C or F. Category names such as "Certified Refurbished" or "Bargain Basement" are merchandising labels; the grade on the listing and order documents controls.

Configuration Standard configuration includes a factory reset or basic setup and a functional test before shipment. Planogram, pricing, product and payment-system setup at your site are your responsibility unless purchased as a service. Money systems and card readers are configured as ordered. Activation of third-party payment systems is covered by Section 15.

Check your order at delivery Check the model, condition grade and configured options against your order documents at Delivery. If the unit does not match the order (wrong model, missing option or wrong grade), notify sales@vendingconcepts.com within 5 Business Days after Delivery and we will correct it at our expense. Equipment not reported within that period is accepted as matching the order, and later claims are handled under the warranty in Section 12.

10. Returns (Equipment)

New Equipment New Equipment may be cancelled before the Ship Date under Section 4. Once New Equipment ships, the sale is final and it may not be returned, except for a warranty remedy under Section 12 or a transit-damage remedy under Section 7.

Pre-Owned Equipment Pre-Owned Equipment (other than Grade F) may be returned only with an RMA requested within 7 days after Delivery or 60 days after the Order Date, whichever comes first. Requests after that are declined.

Special Orders Special Orders are not returnable.

Charges A returned unit is refunded at the purchase price less:

1. a 25% restocking and reprocessing fee;
2. the actual outbound freight we paid, even though shipping was free to you;
3. the return freight; and
4. the cost to restore the unit to the condition in which it shipped, if it comes back in worse condition.

On request, we will quote (b) and (c) before you decide.

How to return Re-secure the unit to a pallet and wrap it the way it arrived. Our carrier picks it up unless the RMA says otherwise. You remain the owner and bear the risk of loss until we receive and inspect the unit. Refunds are issued to the original payment method within 10 Business Days after inspection.

Not a return Warranty issues are handled under Section 12 and transit damage under Section 7, not as returns.

11. Parts and Supplies: Fit, Condition and Returns

Fit You are responsible for confirming that a Part fits your make, model and revision. Give us the model and serial number when you order. Any recommendation we make is based on the information you give us. A Part that does not fit because of an incorrect or incomplete model or serial number is returnable only under this section.

New and Pre-Owned Parts New Parts are sold as described by the manufacturer. Pre-Owned Parts (reconditioned, refurbished, tested or pulled) may show scratches, scuffs, nicks, dents and other cosmetic wear, and are sold on a functional basis. Money systems sold as reconditioned have been serviced and tested before shipment.

Return window Parts may be returned within 7 days after delivery, only with an RMA issued in writing by Vending Concepts management. Request it from parts-team@vendingconcepts.com with the invoice number, the item and the reason.

Not returnable

• Special Order, custom, programmed or configured Parts;
• electrical components (control boards, bill acceptors, coin mechanisms, card readers, harnesses, motors) once installed or once their sealed packaging has been opened;
• Supplies once opened; and
• any Part that has been installed, modified or damaged.

Electrical components in unopened, sealed original packaging may be returned under this section.

Charges Approved returns are refunded at the purchase price less a 25% restocking fee, the original shipping charge and the return shipping charge. Returned Parts must be in original, resalable condition with all packaging and accessories. If a Part arrives damaged or unsellable, we may deduct repair or replacement cost up to the full purchase price.

Packing and risk Pack the Part securely. You bear the risk of loss until we receive it. Refunds are issued to the original payment method within 10 Business Days after inspection.

Payment-system devices A card reader or telemetry device that has been activated or transferred into your account with the payment provider may carry the provider's deactivation or transfer fee, which is deducted from the refund in addition to the charges above.

12. Warranty (Equipment)

New Equipment New Equipment is covered by the manufacturer's warranty, which comes with the unit or is available from us on request. Vending Concepts does not give its own warranty on New Equipment. We will help you file manufacturer warranty claims and, where the manufacturer supplies parts to us, pass them through to you.

Pre-Owned Equipment: 30-Day Limited Parts-Only Warranty For 30 days after Delivery, we warrant that Pre-Owned Equipment will perform its primary purposes as described for its condition grade in Section 9: it accepts payment as configured, cools or heats as designed (where applicable), vends product, and locks. If it does not, and the cause is a defective part rather than an excluded cause, we will supply the replacement part at no charge.

What "parts only" means This warranty covers replacement parts. It does not cover labor, service calls, travel, diagnostic time, installation of the part, shipping or handling of the part, or downtime. Free remote technical support (Section 14) is available to help you install the part.

How to make a claim

1. Open a ticket at vendingconcepts.com/service-request or call (817) 451-8363, Monday–Friday, 8:00 AM–4:30 PM Central Time (CT), excluding holidays, within the warranty period.
2. Provide the invoice number, the name on the order, the model and serial number, a description of the problem, and photos or video if requested.
3. Our technical support team will diagnose remotely, and you agree to perform reasonable troubleshooting steps we ask for.
4. If a covered part is needed, we ship it. We may ship an advance replacement with a return label, in which case you must return the defective part within 14 days or be invoiced for the replacement.
5. Parts supplied under warranty are covered for the rest of the original 30-day term.

Exclusions This warranty does not cover:

• normal wear;
• cosmetic items or anything within the description of the unit's condition grade;
• consumables (bulbs, filters, gaskets, keys);
• damage or failure caused by transit (see Section 7), improper setup, moving, leveling, power supply, ambient conditions outside the manufacturer's specifications, lack of routine cleaning or maintenance, product spoilage, misuse, neglect, vandalism, theft, weather or accident;
• any unit that has been modified, repaired by anyone other than us or our authorized service partner, or had parts removed;
• third-party payment systems, telemetry, software and subscriptions (Section 15); and
• any unit that has been resold or transferred by the original Buyer.

Extended warranty An optional parts-and-labor extended warranty administered by Consumer Priority Service ("CPS") may be purchased at the time of order (shown on the invoice as a 2-year or 4-year Parts & Labor Extended Warranty). The provider's contract, not these Terms, governs that coverage, including deductibles, service-call fees, on-site service, transferability and exclusions. On New Equipment, the extended term begins after the manufacturer's one-year warranty. On Pre-Owned Equipment, the provider takes over parts and labor coverage on day 31 after Delivery.

13. Warranty (Parts)

Coverage Unless the invoice states a different term, we warrant that Parts will be free from defects in materials and workmanship for 30 days after delivery. New Parts may also carry a manufacturer's warranty, and we will help you claim it.

Remedy If a Part fails within the warranty period from a covered cause, we will, at our option, replace it or credit the purchase price. We may ship an advance replacement with a prepaid return label; the defective Part must be returned within 14 days or you will be invoiced for the replacement. The warranty covers the Part only, not labor, service calls, installation, shipping or handling, downtime, or product loss.

Exclusions Normal wear; damage from improper installation, incorrect voltage, incorrect application, misuse, neglect, contamination, liquid or product spoilage, vandalism or weather; any Part that has been modified or opened; and any Part installed in equipment that has been modified or is not maintained per the manufacturer's instructions. Reconditioned money systems are warranted to accept and validate currency as configured, not against jams caused by damaged or foreign currency.

How to make a claim Open a ticket at vendingconcepts.com/service-request or email parts-team@vendingconcepts.com within the warranty period with the invoice number, the Part, the machine model and serial number, and a description of the failure. Technical support may ask for photos, video or troubleshooting steps before issuing a replacement.

14. Technical Support

Lifetime remote support Lifetime remote technical support is included with Equipment purchased directly from Vending Concepts. "Lifetime" means for as long as the original Buyer owns the unit; it does not transfer to a later owner.

Support covers diagnosis and troubleshooting of the Equipment we sold, by ticket, phone, chat and live video, during our support hours: Monday–Friday, 8:00 AM–4:30 PM Central Time (CT), excluding holidays. Live video and phone sessions are scheduled and require you to be at the machine.

Response time We aim to respond to a new ticket within 1 to 2 Business Days. Response times are goals, not guarantees.

Not included On-site service, labor, parts outside warranty, support for equipment we did not sell you, and support for third-party software and payment platforms beyond helping you reach the provider. On-site service in the Dallas-Fort Worth area, and through our national service partners elsewhere, is quoted separately.

Changes We may update support channels, hours and tools over time, but we will not withdraw lifetime remote support from an original Buyer.

15. Third-Party Payment Systems, Software and Services

Third-party products Card readers, telemetry devices, cashless platforms, vending management software, AI and computer-vision systems, campus-card and payroll-deduction integrations, and similar products and services (for example, those provided by Cantaloupe, Nayax, 365 Retail Markets, Sandstar, Blackboard, CBORD and others) are supplied by third parties. We sell or install the hardware; the third party provides the service.

Their terms apply Using a third-party service requires you to accept that provider's terms, open an account with it, and pay its activation, subscription, transaction, processing and data fees. Some Equipment, including AI and smart retail units, will not operate for unattended sales without an active subscription. Those fees are yours, are not included in our price unless the invoice says so, and are not refundable by us.

Activation, integration and uptime Activation timing, integration with your management platform, software updates, network connectivity, transaction processing, settlement and uptime are controlled by the third party. We will help you get set up and will escalate on your behalf, but a delay, outage, missing feature or integration that is not yet available is not a defect in the Equipment, is not a warranty claim, and is not grounds for cancellation, return or chargeback.

Data Third-party services collect and process transaction data, device data and, on camera-based units, image data. The third party is responsible for that data under its own privacy terms. You are responsible for any notices, signage or consents required at your location.

16. Site Requirements

You are responsible for the site: a level floor; a dedicated, properly grounded circuit meeting the unit's specification; adequate clearance and ventilation; doorway and elevator access; and any permits, licenses, health-department, food-safety, ADA-placement and property-owner approvals required to operate vending equipment at the location.

Vending Concepts does not provide location-finding services and makes no representation about the revenue any location or machine will produce.

17. Machine Moves, On-Site Service and Retrofits

Machine moves Moves of Equipment you already own are quoted separately based on access at both ends (location type, doors, stairs, elevators and obstacles), not distance alone. Payment is due before pickup. Machines must be completely empty of product and cash, and you or your representative must be present at pickup and delivery. Existing damage is documented at pickup. Any new damage must be reported to us in writing, with photographs, within 24 hours after delivery.

On-site service On-site service in the Dallas-Fort Worth area, and through our national service partners elsewhere, is quoted separately and billed at the quoted rates, including trip charges. Remote diagnosis by technical support is required before a truck is dispatched unless we agree otherwise.

Retrofits and conversions Converting a customer-supplied cooler or machine into a smart or AI unit is a Special Order. We test the supplied unit's refrigeration and electrical function before conversion and will tell you if it is not a candidate. We are not responsible for existing defects in customer-supplied equipment. Conversions are not returnable. The retrofit kit and workmanship carry the 30-day limited parts-only warranty in Section 12, and the third-party software is covered by Section 15.

18. 7-Day Price Match Guarantee (Equipment)

The guarantee If, within 7 days after your Order Date, you show us that a qualifying competitor offered the identical Equipment at a lower all-in price that was valid both when you ordered and when you submit the request, we will refund the difference. This is an after-purchase price adjustment, not a pre-purchase negotiating tool.

How we compare We compare our all-in price with the competitor's all-in price for the same item (same manufacturer, model, condition, size, color, options and specifications), including freight to your address, taxes and add-ons. Where the competitor's offer does not include a service that comes standard with our Equipment, we add the published value of that service to the competitor's price before comparing:

• Transit Protection: 3% of the Equipment price
• 30-Day Limited Parts-Only Warranty on Pre-Owned Equipment: 8% of the Equipment price
• Lifetime remote technical support, live video: $225
• Lifetime remote technical support, phone and chat: $175
• Machine configuration and pre-ship functional test: $295
• Dedicated sales representative: $325
• Dedicated support staff: $250

These values are used for price matching only. They are not amounts you paid, are not itemized on your invoice, and are not refundable.

Eligibility The competitor must be an authorized dealer of the same manufacturer with a physical U.S. business location. The item must be identical (same manufacturer, model, condition grade, size, color, options and specifications), in stock with the competitor, and available to ship or pick up within 10 Business Days when you submit the request.

The competitor price must be a publicly advertised or written quoted price for one unit at the all-in amount, including freight to your address, taxes and comparable add-ons. The request must be submitted within 7 days after your Order Date.

Exclusions

• bundles, package deals, buy-one-get-one and similar promotions;
• prices requiring a coupon, code, rebate, membership or financing incentive;
• clearance, closeout, liquidation, going-out-of-business, damaged, display, open-box or auction pricing;
• marketplace, classified, auction and third-party-seller listings (such as Amazon, eBay, Facebook Marketplace and Craigslist);
• typographical or pricing errors and prices from sellers who cannot actually deliver the item; and
• Special Orders, custom graphics and Parts.

How to submit Email accounting-team@vendingconcepts.com with the name on your order, the Order Date and invoice number, and proof of the competitor price (a current advertisement, a checkout screenshot showing the delivered total, or a written quote on the competitor's letterhead).

We verify with the competitor and reply within 7 Business Days. Approved adjustments are refunded to the original payment method within 5 Business Days after approval. We may limit price matching to one unit per model per order. Our decisions are made in good faith by Vending Concepts management and are final.

19. Storage and Abandoned Orders

When storage charges begin If, within 90 days after the Order Date, you have not completed payment, returned the documents needed to release the order, given us the information we need to ship (delivery address, contact and delivery type), arranged pickup, or accepted delivery, storage charges begin automatically on day 91. We will send a courtesy reminder by email before day 91, but the charges do not depend on it.

Rate $250.00 per unit for the first day of storage and $10.00 per unit per day after that.

Release We hold the Equipment as security for storage charges and any unpaid balance, and will release it only when both are paid in full.

Abandonment When accrued storage charges equal the purchase price of the Equipment, or 120 days after the Order Date, whichever comes first, the Equipment is considered abandoned. Title returns to Vending Concepts, we may resell it, and amounts you paid are applied first to storage charges and then to any other balance you owe, with no further refund.

20. Chargebacks and Payment Disputes

Contact us first If you believe you were charged incorrectly or did not receive what you ordered, contact accounting-team@vendingconcepts.com or (817) 451-8363 before contacting your card issuer, bank or finance company. Most issues are resolved within a few Business Days.

Improper disputes These Terms set out your remedies for cancellations, returns, transit damage, warranty and third-party services. A chargeback or payment dispute that seeks a remedy these Terms do not provide (for example, a refund for a final-sale item, a refund for transit damage after a clean delivery receipt, or a refund because a third-party integration is delayed) is a breach of this agreement.

Cost recovery Responding to a chargeback takes staff time, documentation and processor fees. For each improper dispute, you agree to pay Vending Concepts a cost-recovery fee of $500.00, which the parties agree is a reasonable estimate of those costs and not a penalty. The fee is in addition to the purchase price, which remains owed for any Equipment or Parts you keep. We may also recover our reasonable attorney's fees and collection costs to the extent permitted by law.

Continuing obligations A chargeback does not cancel the order or these Terms. If the disputed amount is charged back to us and the Equipment or Parts are not returned under an RMA, the unpaid amount is a debt you owe us and may be sent to collections.

21. Late Payments and Collections

Amounts not paid when due accrue interest at 1.5% per month (or the maximum lawful rate, if lower) from the due date. You are responsible for our reasonable costs of collection, including collection-agency fees, court costs and attorney's fees, to the extent permitted by law.

22. Disclaimer of Warranties

EXCEPT FOR THE EXPRESS WARRANTIES IN SECTIONS 12 AND 13, VENDING CONCEPTS MAKES NO WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, AND DISCLAIMS ALL IMPLIED WARRANTIES, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE AND NON-INFRINGEMENT, AND ANY WARRANTY ARISING FROM COURSE OF DEALING OR USAGE OF TRADE.

PRE-OWNED EQUIPMENT AND PARTS ARE SOLD "AS IS" EXCEPT FOR THE 30-DAY LIMITED WARRANTIES IN SECTIONS 12 AND 13. NO EMPLOYEE OR REPRESENTATIVE IS AUTHORIZED TO GIVE ANY OTHER WARRANTY.

SOME JURISDICTIONS DO NOT ALLOW LIMITS ON IMPLIED WARRANTIES; IN THOSE JURISDICTIONS, ANY IMPLIED WARRANTY IS LIMITED TO THE DURATION OF THE EXPRESS WARRANTY.

23. Limitation of Liability

TO THE MAXIMUM EXTENT PERMITTED BY LAW, VENDING CONCEPTS' TOTAL LIABILITY FOR ANY CLAIM ARISING OUT OF OR RELATING TO AN ORDER, THE PRODUCTS OR THESE TERMS, WHETHER IN CONTRACT, WARRANTY, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY OR OTHERWISE, WILL NOT EXCEED THE AMOUNT YOU PAID VENDING CONCEPTS FOR THE SPECIFIC EQUIPMENT OR PART THAT GIVES RISE TO THE CLAIM.

IN NO EVENT WILL VENDING CONCEPTS OR ITS MEMBERS, OFFICERS, EMPLOYEES, AGENTS, CONTRACTORS OR SUPPLIERS BE LIABLE FOR INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, EXEMPLARY OR PUNITIVE DAMAGES, OR FOR LOST PROFITS OR REVENUE, LOST SALES, LOSS OF A LOCATION OR ACCOUNT, LOSS OR SPOILAGE OF PRODUCT, COST OF SUBSTITUTE EQUIPMENT, OR DOWNTIME, EVEN IF ADVISED OF THEIR POSSIBILITY.

These limits apply together with, and do not expand, the remedies in Sections 7, 10, 11, 12 and 13, which are your only remedies for the matters they cover. They do not limit liability that cannot be limited by law.

24. Indemnity

You will defend, indemnify and hold harmless Vending Concepts and its members, officers, employees and agents from third-party claims, losses and expenses (including reasonable attorney's fees) arising out of your placement, installation, operation, maintenance or use of the Equipment or Parts, the products you sell through them, your site, or your breach of these Terms or applicable law, except to the extent caused by our gross negligence or willful misconduct.

25. Force Majeure

Neither party is liable for delay or failure to perform (other than payment) caused by events beyond its reasonable control, including weather, fire, flood, epidemic, labor disputes, carrier or manufacturer failures, supply shortages, government action, war, terrorism, cyber-attack, or utility or network outages. Delivery dates are extended for the length of the event.

26. Compliance and Use

You will use the Equipment and Parts in compliance with applicable law and the manufacturer's instructions, including food-safety, health, electrical, accessibility, tax and payment-card requirements. Equipment is sold for use in the United States, and we make no representation that it complies with the laws of any other country.

27. Governing Law and Disputes

Governing law These Terms and every order are governed by the laws of the State of Texas, without regard to its conflict-of-laws rules. The United Nations Convention on Contracts for the International Sale of Goods does not apply.

Venue Any lawsuit arising out of or relating to these Terms, an order or the products must be brought only in the state or federal courts in Tarrant County, Texas. You consent to the personal jurisdiction of those courts, waive any objection to venue there, and agree not to bring a claim against Vending Concepts anywhere else. Vending Concepts may seek collection or injunctive relief in any court of competent jurisdiction.

Jury waiver TO THE EXTENT PERMITTED BY LAW, EACH PARTY WAIVES TRIAL BY JURY IN ANY ACTION ARISING OUT OF OR RELATING TO THESE TERMS OR AN ORDER.

Individual claims Claims must be brought in a party's individual capacity and not as a plaintiff or class member in any class or representative proceeding.

Attorney's fees In any action to enforce these Terms, the prevailing party may recover its reasonable attorney's fees and costs.

Time to bring claims Any claim by you relating to an order must be brought within one year after the claim arises.

28. Changes to These Terms

The version of these Terms in effect on your Order Date (shown by the "Last Updated" date on the document you signed or accepted at checkout) governs that order. We do not change the terms of an order after it is placed. We may publish updated Terms for future orders. The current version is always at vendingconcepts.com/policies-terms-conditions.

29. Communications

We will contact you about your order, delivery, support tickets, warranty and account by phone, email and text. Marketing messages are sent only if you opt in (for example, by checking the box at checkout or subscribing on our website), and you can opt out at any time by replying STOP to a text, clicking unsubscribe in an email, or emailing sales@vendingconcepts.com. Message and data rates may apply.

30. General

Notices Notices to Vending Concepts must be in writing to sales@vendingconcepts.com or 1001 Miller Avenue, Fort Worth, Texas 76105. Notices to you go to the email or address on your order.

Assignment You may not assign an order or these Terms without our written consent. Lifetime technical support and the 30-day warranty belong only to the original Buyer.

Severability If any provision is unenforceable, it will be limited or removed to the minimum extent necessary and the rest stays in effect.

No waiver Our failure to enforce a provision is not a waiver of it.

Electronic signatures Electronic signatures, initials, checkbox acceptances and email confirmations are binding and admissible.

Survival Sections 7, 8, 10 through 15, and 19 through 30 survive delivery, payment and any cancellation or return.

Headings Headings are for convenience only.

31. Contact Us

Vending Concepts, LLC
1001 Miller Avenue, Fort Worth, Texas 76105

• Phone: (817) 451-8363
• Office and sales hours: Monday–Friday, 8:00 AM–5:00 PM Central Time (CT)
• Technical support hours: Monday–Friday, 8:00 AM–4:30 PM Central Time (CT)
• Sales and equipment: sales@vendingconcepts.com
• Parts: parts-team@vendingconcepts.com
• Billing: accounting-team@vendingconcepts.com

Acknowledgment

By checking "I agree" (or by signing an order document that references these Terms), the Buyer confirms that it has read and agrees to these Terms and Conditions, including the Disclaimer of Warranties (Section 22) and Limitation of Liability (Section 23), that it is buying for business purposes, and that the person accepting is authorized to bind the Buyer.

Text Message Service

Vending Concepts LLC sends text message updates and responses to customers about pricing, products, orders, parts and service requests.

When you opt in, we may send a message confirming your signup. Message and data rates may apply. Message frequency varies. Text HELP for help. Text STOP to cancel.

You can cancel at any time by texting STOP. We will reply to confirm you have been unsubscribed and will send no further messages. To rejoin, sign up again.

Text HELP at any time for instructions on using the service and unsubscribing.

Participating carriers: AT&T, Verizon Wireless, Sprint, T-Mobile, U.S. Cellular, Boost Mobile, MetroPCS, Virgin Mobile, and other participating carriers. Carriers are not liable for delayed or undelivered messages.

Vending Concepts LLC does not sell or share your SMS opt-in data or consent with any third parties.

How we handle your mobile number and text-message consent is described in our Privacy Policy.

Earlier versions

Each order is governed by the version of these Terms in effect on its Order Date (Section 28). Orders placed before October 20, 2026 are governed by the previous Policies, Terms & Conditions, or by the copy the Buyer signed or accepted with that order.

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