A&J Vacuum Services, Inc. (“AJVS”) — Terms and Conditions of Sales and Service

Return and exchange policy:
AJVS provides refunds or exchanges on most products purchased through AJVS.com. Our goal is to ensure customer satisfaction through exchange, refund, or repair, as outlined below.

Rules and conditions:

• Eligibility: Returns are accepted for most items not designated as non-returnable within 10 days of receipt. The 10-day period begins on the date the shipment is marked as delivered by the carrier. An approved RMA is required.


• Condition: Items must be unused, in complete original packaging, and include all accessories, literature, instructions, and documentation. Items showing signs of installation, mounting, and/or use are considered used and are not eligible for return.


• Defects: Defective items may be repaired or exchanged—at AJVS’s discretion—for the same or a manufacturer’s equivalent model only. Liability for defective items is limited to repair or replacement. Items under manufacturer's warranty are subject to that OEM's approval and resolution. Returns determined non-defective are subject to all applicable costs.


• Refund method: Refunds are issued in the same form of payment used at the time of purchase and exclude original shipping and handling charges. Refunds are processed only after inspection and approval of returned items.


• Fees: New unopened items: 15% restocking fee. Open-box (pre-approved): 25%. Approved returns received after 10 days: 50%. Credit-card processing fees are non-refundable where applicable. If the returned product is missing any original materials or packaging, an additional 10% restocking fee will be applied if the return is accepted.


• Shipping & liability: The customer is responsible for all freight and insurance charges and for ensuring the equipment arrives undamaged. AJVS is not responsible for loss or damage caused by the carrier. Title and risk of loss remain with the customer until receipt and inspection by AJVS.

No returns or exchanges on:

• Opened items, including O-rings, gaskets, bearings, repair kits, electronics, and turbo pumps.


• Special order items (Out of stock items we procure for the fulfillment of your order).


• Custom-modified merchandise or solutions.


• Any equipment that has been used, including items mounted to an instrument or vessel (even if not powered on).


• Oils, greases, and oil reservoirs.

Refunds and payments:

• Credit card: Please allow 7–10 days for the credit to appear on your statement; processing times may vary by financial institution.


• Check: A refund check will be issued within 10 business days of approval after inspection of the returned item.

Return and exchange procedure:
To return merchandise, you must obtain a Return Merchandise Authorization (RMA). Returns received without a valid RMA may be refused and/or returned to the customer at their cost.

If your order was placed online:

1. Log in to your account at AJVS.com.


2. Select “View Orders I Have Made” under “My Orders.”


3. Select the order you wish to return, choose “Return,” and follow the on-screen instructions.

If your order was placed by phone, fax, or email:

1. Create a Service RMA using the provided link.


2. Log in with your account details and complete the online form.


3. Attach the packing slip to your shipping box.

All returns must be received within 10 calendar days of the RMA approval date. Upon receipt of the returned item, a store credit or refund will be issued in accordance with this policy to the email address associated with your order.

Return shipping:

• The RMA number must be clearly visible on the outside of the shipping box.


• Use an insured service with tracking (recommended). Return shipping charges are the customer’s responsibility.


• AJVS is not responsible for lost or damaged return packages. The customer is responsible for filing any damage or loss claims directly with the carrier.

Packaging standards for returns:
Returned items must be packaged in their original foam, crates, or equivalent protective materials to prevent transit damage. AJVS may reject returns received with inadequate packaging or damage attributable to packaging deficiencies. Items returned without original packaging may be rejected or subject to additional charges.

Safety and decontamination for returns:
All items returned for evaluation or repair must be properly cleaned and decontaminated and accompanied by a signed decontamination certification and, if applicable, current Safety Data Sheets (SDS) for any substances used with the equipment. AJVS may refuse or return at customer’s expense any item that, in AJVS’s judgment, poses a health, safety, contamination, or environmental risk.

Address return shipments to:
A&J Vacuum Services, Inc.
Attn: Return Department
16 Somerset Place
Clifton, NJ 07012, USA

Additional terms:
AJVS reserves the right to refuse any return that does not meet the conditions of this policy. All return determinations are made at AJVS’s discretion. This policy may be updated or modified without prior notice.


For assistance, please call customer service at 1-973-249-0854.

Warranty Policy:

AJVS provides the following limited warranty policy. Any warranty contained herein applies only to the original buyer.

New products sold by AJVS are covered under the manufacturer’s warranty beginning from the date of shipment to the buyer. Remanufactured products sold by AJVS are covered by a limited warranty against defects in materials and workmanship, as described on the applicable product page and/or the customer invoice. AJVS’s liability under a valid warranty claim is limited, at its option, to repair, replacement, or refund of an equitable portion of the purchase price. These remedies are the buyer’s sole and exclusive remedies for any claim arising out of or related to the product or this warranty.

AJVS shall have no liability for any defect in material or workmanship unless written notice of such defect is received within the applicable warranty period stated on the customer’s invoice.

All items claimed under this warranty must be returned to AJVS within the warranty period specified on the customer’s invoice. Items considered consumable or expendable in normal use are not covered. All warranty repairs or replacements are limited to malfunctions that, in the sole judgment of AJVS, are due or traceable to defects in original materials or workmanship.

Contamination:
Warranty is void for equipment that is contaminated by corrosive, hazardous, or otherwise damaging substances, unless the product is expressly designed for corrosive-duty applications and was installed and used strictly in accordance with the manufacturer’s intended purpose and specifications.

Performance outside specifications:
AJVS makes no warranty for operation outside the manufacturer’s published specifications or environmental conditions. Customer is responsible for site conditions, utilities, and installation by qualified personnel.

In the case of products covered under an original manufacturer’s warranty, the manufacturer (OEM) retains the sole authority to determine warranty validity and coverage. AJVS will assist in facilitating such claims but shall not be responsible for any costs or decisions made by the OEM, including instances where the OEM declines to cover a repair or replacement. For remanufactured products covered under the AJVS limited warranty, AJVS retains sole discretion to determine warranty applicability.

All obligations under this warranty shall cease in the event of abuse, accident, alteration, misuse, contamination, third-party involvement, or neglect of the equipment.

Parts repaired or replaced under warranty are covered only for the remaining, unexpired portion of the original warranty period. After expiration of the applicable warranty period, parts, labor, and transportation will be billed at current service rates.

All items returned for warranty evaluation must be shipped to AJVS at the buyer’s expense. AJVS does not accept collect shipments. Return shipping of repaired or replacement items will be handled according to the outcome of the warranty evaluation and communicated to the buyer prior to shipment. AJVS will make reasonable efforts to evaluate and resolve warranty claims in a timely manner upon receipt.

The buyer acknowledges that products sold by AJVS are designed for use in controlled, clean, and properly maintained environments. Proper installation, operation, and maintenance by trained personnel are required to achieve specified performance. AJVS assumes no responsibility for loss or damage resulting from improper installation, operation outside manufacturer specifications, or failure to follow the procedures and environmental conditions outlined in the product’s user manual and/or technical documentation.

In no event shall AJVS be liable for lost profits, downtime, or any indirect, incidental, or consequential damages, even if advised of their possibility, or for any claims against the buyer by third parties. Warranty coverage is contingent upon full and timely payment for the product; nonpayment or late payment may void warranty coverage.

Disclaimer of Other Warranties:
Except as expressly stated in this policy, AJVS provides no other warranties, express or implied, including implied warranties of merchantability or fitness for a particular purpose. No representation or statement not contained in this document or on the customer invoice shall be binding on AJVS.

Governing Law:
This warranty shall be governed by and construed in accordance with the laws of the State of New Jersey, without regard to conflict of law principles. Any disputes arising under this warranty shall be resolved exclusively in the state or federal courts located in New Jersey.

Force Majeure:
AJVS shall not be liable for delays or failure to perform its warranty obligations due to causes beyond its reasonable control, including but not limited to acts of God, natural disasters, labor disputes, governmental actions, or interruptions in supply or transportation.

Warranty Claims on Resold Equipment:
AJVS will honor applicable warranty coverage for equipment that has been resold; however, all warranty claims must be submitted by, and AJVS will communicate and transact only with, the original buyer of record. The claimant must provide sufficient documentation (e.g., serial numbers and/or the original invoice number) to associate the product with the original purchase. Any repair, replacement, or refund will be issued to the original buyer, who is responsible for coordinating with any subsequent owners.

Commercial Context:
This policy is intended primarily for commercial, institutional, and governmental buyers. Where applicable law grants additional rights to consumers, those rights are preserved to the extent required by law.

Rush Service

Rush Service accelerates the entire service process, but actual turnaround time depends on the condition of the equipment and the nature of the required repairs. Units may still experience extended lead times due to factors that cannot be determined until the equipment is inspected.

While Rush Service ensures your unit receives our highest priority at every stage, completion within any specific timeframe is not guaranteed, particularly when complex diagnostics, contamination, and/or non-maintenance component failures are involved.

Helium leak detectors require multi-stage diagnostics performed in sequence, and some faults only emerge after initial repairs or testing. This can add significant time even under rush service.

Units arriving in contaminated or heavily degraded condition may require specialized cleaning or decontamination procedures before evaluation can begin. This step is mandatory and will extend the lead time.

When non-maintenance components are needed, repair progress depends on the availability of those parts. OEM lead times for such components vary and are outside our control. Rush service still applies to your RMA even if there are special order or back ordered parts.

Pump size classifications are determined at our sole discretion. If you have any questions about which price tier applies to your unit, please contact Customer Service before opting in to Rush Service.

Rush service cannot be removed from an RMA once the equipment arrives at our facility, even if you choose to scrap the equipment or have it returned unrepaired after evaluation. Everything leading up to your service quote has already been expedited at your request.

Rush service is chargeable regardless of warranty status. Warranty claims are already expedited above normal RMAs by default, so by selecting this option you are paying to have your unit at the very top of the queue.

Sales Tax:
Orders delivered within the State of New Jersey are subject to applicable local sales tax at the current rate of 6.625%. Sales tax is calculated on the total order amount. Customers who are tax-exempt must provide a valid and current exemption certificate prior to shipment. If a valid exemption certificate is not received, sales tax will be charged.

Duties and Customs Charges:
For orders shipped to destinations outside the United States, the buyer is responsible for all applicable duties, customs fees, taxes, carrier-imposed charges, and any other costs associated with the import or export of the products. AJVS does not collect, prepay, or estimate these charges.

The buyer is solely responsible for compliance with all import and export laws and for paying any related fees directly to the appropriate authorities, shipping carriers, or service providers. Any charges or expenses beyond the amount paid directly to AJVS for the order are the buyer’s responsibility.

Tax-exempt and resale certificates:
If a tax-exempt or resale certificate provided by customer is rejected by a tax authority, customer shall promptly pay the tax assessed and any related interest or penalties and shall indemnify AJVS for reasonable costs incurred in addressing the assessment.

Disclaimers

General Terms and Conditions:
These policies form part of AJVS’s Terms and Conditions of Sales and Service and apply to all quotations, orders, sales, RMAs, and services unless AJVS expressly agrees otherwise in a separate written agreement signed by an authorized AJVS representative. Any customer purchase order terms or conditions that are additional to or different from AJVS’s terms are rejected and shall be of no force or effect unless expressly accepted in writing by AJVS. AJVS may update these policies at any time; the version posted at the time of order acceptance governs that order.

Shipping terms and transit liability:
Unless otherwise agreed in writing, all shipments are FCA Origin (Clifton, NJ) - Incoterms 2020. Title and risk of loss transfer to the customer when the carrier takes possession of the goods at AJVS’s facility. AJVS is not responsible for any merchandise that is lost, delayed, or damaged in transit, nor for theft or mishandling by the carrier. Customers are responsible for all freight, insurance, and for filing any necessary claims directly with the carrier. To minimize risk, customers are encouraged to select insured shipping services. All transit times provided by us are estimates determined by the carrier. Delivery is not guaranteed on a specific date and time. Please note that FedEx suspends their money back guarantee for express services during peak shipping seasons.


Export Responsibility (Domestic Deliveries):
AJVS does not provide export customs services or export documentation for domestic deliveries.

If a customer exports goods after delivery, that export is performed solely at the customer’s direction and risk. The customer is not authorized to appoint AJVS as exporter or U.S. Principal Party in Interest (USPPI), or to file export documentation in AJVS’s name.

The customer is responsible for ensuring that any export, re-export, or transfer of goods complies with all applicable U.S. and foreign export control and sanctions laws and regulations.

Nothing in these terms creates an agency relationship, power of attorney, or authorization for any customer or third party to act on AJVS’s behalf for export or customs purposes.

Merchandise insurance:
Customers shall maintain their existing insurance coverage for any items sent to AJVS for repair or service, including coverage while such items are in AJVS’s possession. AJVS will not be responsible for any items damaged by fire, water, mechanical breakage, floods, theft, or other natural causes. AJVS does not provide insurance coverage for customers’ property.

Extended storage for repairs:
Upon sending equipment for evaluation, you will receive a repair quote once the evaluation is complete. If you do not authorize and pay for the RMA (return material authorization) within 30 calendar days of the quote date, storage fees will apply retroactively from the original arrival date of the unit at our facility. AJVS reserves the right to store equipment offsite as necessary. All storage costs and risks are the customer’s responsibility. Storage fees are billed monthly and continue until all steps required to authorize and pay for the RMA are completed. Storage is not prorated; once a new month begins, the full month’s fee applies.

Extended storage for sales:
Orders scheduled to ship from our facility will be released within 24 hours of the goods being ready. If you request that we hold the outbound shipment, a 48-hour grace period applies before storage fees accrue. Orders scheduled for pickup must be retrieved within 48 hours of our email notification that the order is ready. After 48 hours, storage fees will accrue as outlined below. Please contact customer support if you anticipate any delays with shipment or pickup.

Storage fees:
The monthly storage rate is determined by the size and shape of the item(s) stored at our facility, categorized as follows:

• Small items — $100 per month
• Medium items — $135 per month
• Large items — $165 per month
• Extra-large items — $210 per month

Rates are subject to change at any time. The current rates will always be available on this page. Please contact customer support if you have questions about size classification. All sizing determinations are made at our sole discretion and are final.

Abandonment of equipment:
If repair authorization and payment are not received within 60 days of AJVS’s quote date, or if stored equipment remains unclaimed for 60 days, AJVS may deem the equipment abandoned. AJVS may, at its discretion, recycle, dispose of, or sell the equipment to recover storage charges and balances due, without further notice. Customer remains liable for any deficiency after application of sale proceeds.

Retention of title:
AJVS shall retain title to all equipment, accessories, parts, and/or exchange units until full payment is received. AJVS reserves a lien against any customer item in its possession for repair, maintenance, or evaluation, including any outstanding balances or storage fees.

Decontamination prior to evaluation:
Equipment that is contaminated or suspected of contamination is subject to required decontamination prior to evaluation. Decontamination is a chargeable service and will be added to the service quote, including in cases where the customer declines the repair and proceeds only with the evaluation.

Service quote:
During the evaluation process, AJVS performs diagnostic and preparatory work necessary to issue a service quote. In the event the customer declines the repair or abandons the equipment, AJVS reserves the right to invoice for evaluation labor, materials, or other costs incurred during this process.

Minimum Service Charge:
In the event that equipment is sent to us, but you request that it not be evaluated or serviced, a minimum charge of 30 minutes of labor will apply to cover processing, administrative, and handling costs. We have all equipment necessary to service your unit in-house unless otherwise requested. Please do not send additional items such as controllers, power supplies, or pumps unless you are requesting paid testing of multiple components together as a package.

Order cancellation policy:
Time is of the essence when cancelling an order, as we strive to process and ship orders promptly. Cancellation requests must be submitted prior to shipment, subject to the following exceptions:

• Special order products: Items not in stock and specially procured to fulfill your order are considered special order products. Once such an order has been placed and processed, it cannot be cancelled or returned.


• Service RMAs: AJVS begins repairs as soon as authorization is received. Once parts have been installed in your equipment, the service becomes non-refundable. Installed components cannot be reused and must be discarded if an order is cancelled.

Payments:
AJVS reserves the right to request advance payment at the time of purchase. Accepted payment methods include credit card, wire transfer, PayPal, and ACH, with additional terms as outlined below. Payments may not be withheld due to warranty claims. Late or non-payment will result in suspension or cancellation of warranty coverage. In certain circumstances, AJVS may require wire transfer as the sole form of payment.

• Credit card: All credit card transactions are subject to a processing fee (“merchant fee”) based on the rate charged by our credit card processor at the time of the transaction. The current rate is 3.67%, subject to change. The current rate will always be available on this page and/or upon request from our customer service team.


• Wire transfer: All wire transfer payments are subject to a $30 fee to cover any expenses resulting from this transaction.


• PayPal: By using PayPal as your payment method, you acknowledge responsibility for any fees or withholdings that PayPal deducts from the original payment or refund if your order is cancelled and/or modified. To avoid such fees, we recommend processing your payment directly with a credit card through AJVS.


• Purchase orders: AJVS may accept customer purchase orders for convenience to record order details such as items, quantities, pricing, billing, and shipping information. Any purchase order or similar document submitted by the customer is accepted solely as a confirmation of order details and does not serve as AJVS’s acceptance of any additional or conflicting terms or conditions contained therein. Unless expressly agreed to by AJVS in a separate written agreement signed by an authorized representative, no customer terms or conditions shall apply to or modify the sale, shipment, or performance of any order. In the event of any inconsistency between AJVS’s terms and any customer documentation, AJVS’s standard terms and conditions shall prevail, including but not limited to those governing title, shipping terms, and risk of loss.

Late charges; collection costs:
Past-due balances may incur a finance charge of 1.5% per month (18% per annum) or the maximum permitted by law, whichever is less. Customer agrees to pay reasonable attorneys’ fees, court costs, and collection agency fees incurred in collecting any overdue amounts.

Security interest:
To secure payment of all amounts due, customer grants AJVS a purchase-money security interest in the products until paid in full. Customer authorizes AJVS to file UCC-1 financing statements to perfect this interest.

Missing or damaged goods:
It is the customer’s responsibility to report missing or damaged goods within 24 hours of receiving a shipment. Failure to submit a claim within this period constitutes acknowledgment that the shipment was received in full and in good condition. All claims must be submitted in writing to info@ajvs.com and include your order number, a detailed description of the issue, and clear photos of the packaging and product damage. Please retain all original packaging materials when submitting a claim.

Shipping Damage Insurance Policy:
By purchasing this insurance, you are protected from damages that occur in transit from our facility to the delivery destination, up to AJVS’s liability limit. This insurance does not cover loss, theft, or shipping costs. Return shipments remain the customer’s responsibility. AJVS must be notified of shipping damage within 24 hours of receipt, and photographs of the packaging and damaged items are required. In the event of a claim, a deductible will apply based on the commodity type and value. Please contact AJVS customer support for deductible information.

Shipment signature requirement:
All shipments require an adult signature upon delivery. FedEx may, at its discretion, request identification to verify the recipient’s identity to help prevent fraud or theft. If identification is requested and the recipient refuses, the customer will be responsible for all return and re-shipment costs incurred due to the refusal.

Product images:
Product images are provided for reference only and may not depict the exact item purchased. Images may differ due to variations in configuration or manufacturing updates. The only reliable identifiers are the manufacturer part number and the technical specifications.

O-Ring Colors:
O-ring colors may vary between batches or products, even when made from the same material. This variation is normal. Regardless of color, all supplied O-rings will match the advertised material specification. For example, Viton O-rings may appear black, brown, or green. These color differences do not affect material properties or performance.

Kit Contents:
Manufacturers may update the components included in their kits without prior notice. This means the parts list shown on our product pages may occasionally differ from the most current kit contents until we receive updated information. Each kit reflects the OEM specifications of the version we received from the manufacturer at the time of purchase.

Export controls; sanctions:
Customer represents that products will not be used for prohibited end-uses and will not be exported, re-exported, or transferred in violation of applicable export control and sanctions laws (including U.S. EAR and OFAC). Customer shall not sell or transfer products to sanctioned countries or denied parties and shall obtain all required licenses. Customer agrees to indemnify AJVS for any violation of this section. These obligations apply whether an export is performed directly by the customer or through a third party.

Governing law; venue; waiver:
These policies are governed by the laws of the State of New Jersey, without regard to conflict-of-law rules. The parties consent to exclusive jurisdiction and venue in the state or federal courts located in New Jersey and waive any right to a jury trial to the fullest extent permitted by law. If AJVS prevails in any action to collect unpaid amounts, customer shall reimburse AJVS for reasonable attorneys’ fees and collection costs.

Severability; entire agreement; no waiver:
If any provision is held invalid or unenforceable, the remaining provisions remain in full force. These policies, together with any AJVS quotation and invoice, constitute the entire agreement regarding the subject matter and supersede all prior or contemporaneous communications. AJVS’s failure to enforce any provision shall not be a waiver of future enforcement of that or any other provision.

Privacy & Security

Information you provide:
Any personal or corporate information you provide to AJVS is protected in accordance with this Privacy Policy. To place an order, an account is required. During account registration, we collect basic information such as your name, email address, password, and company details if applicable. This information helps us identify you, process orders, and provide customer support.

Information we collect:
When you create an account, place an order, or communicate with us, we may collect information such as your contact details, billing and shipping addresses, and IP address. This information is used for order processing, fraud prevention, and maintaining the security of our website. AJVS may also use limited analytics tools, such as Google Analytics, to understand general site usage and improve website performance. These analytics do not personally identify individual users.

Use of information:
AJVS uses the information you provide solely for legitimate business purposes, including processing and fulfilling orders, managing accounts, providing technical or customer support, and communicating about your transactions or services. We do not sell or rent personal information to third parties. Information may be shared only with trusted service providers (such as shipping carriers or payment processors) as necessary to complete your order.

Security:
The security of your personal information is very important to us. Our website uses Secure Sockets Layer (SSL) technology with 128-bit encryption to help protect data transmitted through secure pages. If your browser supports SSL, your information is automatically encrypted before being sent over the Internet. While we take reasonable measures to safeguard your data, no method of transmission or electronic storage can be guaranteed to be completely secure.

Data retention:
AJVS retains account, order, and RMA records for as long as necessary to provide services, comply with legal obligations, resolve disputes, and enforce agreements. We may retain limited transactional data for audit, security, and tax purposes.

Access and updates:
If you wish to review, update, or request removal of your personal information from our records, please contact us at info@ajvs.com. We will respond to all reasonable requests in accordance with applicable data protection laws.