Terms and Conditions

These terms apply to cold room services provided in the Philippines by Polar Cold Storage Services Inc. ("Polar Cold", "we", "our", or "us").

Your booking, quotation, unit schedule, or signed service agreement will set out the specific cold room, location, service fees, term, and deployment type that apply to you. If those documents conflict with this page, the signed service agreement and its schedules will prevail.

We provide modular cold rooms together with monitoring, maintenance, and management services for lawful commercial cold storage. Cold rooms may be located at a Polar Cold hub or installed at a customer-controlled site, as agreed in writing.

The cold room and related equipment remain our property. Customers may not sell, transfer, sublet, pledge, or permit third-party use of the cold room without our prior written consent.

Service fees, deposits, and any installation or collection charges will be stated in your booking, quotation, or service agreement. Monthly service fees are payable in advance at the start of each billing cycle. Customers must keep a valid payment method on file throughout the service term.

Monthly service fees have a five-day grace period. Overdue amounts may accrue interest at 2.5% per month or the maximum rate permitted by law, whichever is lower. If payment remains outstanding for more than ten days after its due date, we may give written notice and suspend access to or deactivate the cold room until payment is received.

For this section, "Merchant" means Polar Cold Storage Services Inc.

By agreeing to recurring payments, the cardholder authorizes PayMongo to automatically deduct payment from the given credit/debit card account until he/she revokes such authorization. The payments shall be charged at the start of each billing cycle, which shall be dependent on the agreed products/plans. After the processing of payment, the Merchant shall reach out to the cardholder if his/her payment is successful or not. PayMongo shall not be held liable for the Merchant's failure to notify the cardholder regarding the payment status. The cardholder further acknowledges and agrees that the billing cycle and amount to be deducted are dependent on the instructions made by the Merchant to PayMongo.

Our cold rooms use remote monitoring systems that may collect temperature, humidity, power consumption, and door-usage data. We use this information to monitor performance, provide alerts, perform preventative maintenance, ensure compliance, and improve our services. Personal data is handled in accordance with our Privacy Policy.

Customers must:

• store only lawful, non-hazardous, and permitted goods;
• properly package and label all stored goods;
• follow reasonable operational, access, safety, and security instructions;
• maintain any required licences, permits, utilities, and site conditions; and
• insure their stored goods against theft, fire, water damage, spoilage, and other risks.

Customers are responsible for the goods they store and must remove them promptly when the service ends.

The service term is stated in your booking or service agreement. Customers may terminate by giving one month's prior written notice. Early termination fees may apply to on-site deployments where specified in the applicable service agreement.

If a customer continues using a cold room after the agreed term without a written extension, we may charge the payment method on file for an additional month at the then-current standard rate. Monthly charges may continue while use continues. Goods must be removed promptly when the service ends; uncollected goods may be removed or disposed of at the customer's cost and risk after notice and in accordance with the applicable service agreement.

We maintain and monitor our cold rooms using commercially reasonable efforts. Access or service may be temporarily interrupted for maintenance, safety, regulatory requirements, utility failures, severe weather, government action, or other circumstances beyond our reasonable control.

Customers remain responsible for insuring their goods. Except where directly caused by our gross negligence or willful misconduct, we are not liable for loss, spoilage, deterioration, or damage to stored goods. We are not liable for indirect, consequential, or special losses. To the extent permitted by law, our total liability is limited to three months of service fees paid under the applicable service agreement.

These terms are governed by the laws of the Republic of the Philippines. The parties will first attempt to resolve disputes amicably. Unresolved disputes are subject to the dispute-resolution procedure in the applicable service agreement, including arbitration through the Philippine Dispute Resolution Center, Inc. where provided.

Questions, payment authorization revocations, and written notices may be sent to joe@polar-cold.com.