General Terms and Conditions of Sales, Delivery and Services
Issuing entity: Zhejiang Haifeng Automation Equipment Co., Ltd
Brand Name: Haifeng Polyurethane Machinery
V1.1 | Updated on: October 13, 2026
Zhejiang Haifeng Automation Equipment Co., Ltd. (hereinafter referred to as “Haifeng”) provides enterprise customers with polyurethane equipment, automation systems and related technical services. This document sets out the general arrangements for the sales, delivery, acceptance and after-sales service of equipment, helping customers understand the respective responsibilities of both parties during project implementation.
Scope of Application and Contractual Relationship
This document mainly applies to transactions in equipment, systems, spare parts and services between Haifeng and enterprise customers. The supplier-specific provisions in Article 15 apply only to business relationships in which Haifeng acts as the purchaser.
The scope of supply, technical specifications, payment, warranty and dispute resolution arrangements for a specific project shall be governed by the contract, technical agreement and change documents signed or confirmed in writing by both parties. Where this document is expressly referenced in a contract and the corresponding version confirmed by both parties, it shall become part of the contract as agreed; browsing this page shall not be deemed acceptance of the transaction terms, nor shall it constitute an authorization for remote access or data processing.
Where the parties have otherwise expressly agreed in writing, such agreement shall prevail. Updates to website content shall not automatically change executed contracts. Haifeng shall draw the customer’s attention to terms that materially affect the customer’s interests at the time of contracting and provide explanations upon the customer’s request.
“Written confirmation” in this document includes signed and sealed documents, as well as valid confirmations made by authorized contact persons of both parties through the agreed channels. Nothing in this document excludes rights and liabilities that may not be excluded or limited under applicable law.
1. Acceptance Standards and Procedures
1.1 Basis for Acceptance
Equipment shall be accepted in accordance with the technical agreement, configuration list, drawings and acceptance plan confirmed by both parties. Indicators involving production capacity, metering, mixing ratio, temperature, pressure, vacuum and mixing performance shall be verified in conjunction with the agreed raw materials, operating conditions, test methods and pass/fail determination.
Product information on the website is used to introduce the equipment and its scope of application; the specific project configuration and performance shall be governed by the technical documents confirmed by both parties. Contractual performance expressly committed by Haifeng shall not be affected by this Article.
1.2 Acceptance Stages
| Stage | Main Content |
|---|---|
| Factory Acceptance Test (FAT) | Inspect the equipment configuration, functions and performance verifiable before shipment at Haifeng’s premises or an agreed location |
| Incoming Inspection | Verify packaging, number of cases, quantities and visible transportation damage |
| Site Acceptance Test (SAT) | Complete installation, commissioning and on-site performance verification under the agreed site conditions |
The scope of application, notice time, participation method and completion deadline of each stage shall be confirmed by both parties in the project plan. The customer shall participate in acceptance in accordance with the agreed time; if the customer is unable to attend, remote witnessing or other approved methods may be arranged through consultation.
Incoming acceptance/sign-off shall not replace site acceptance. Where simulated media or simulated load testing is used, both parties shall confirm in advance the verifiable indicators and the arrangements for testing with actual raw materials.
1.3 Acceptance Results
Acceptance results may be recorded as “Passed”, “Passed with a Rectification List”, or “Failed”. Haifeng shall be responsible for handling non-conformities within the scope of its supply or service responsibilities; where the customer’s site conditions have not been met, both parties shall confirm the supplementary preparation matters and the follow-up plan.
New product specifications, raw material systems or performance requirements shall be confirmed through the written change procedure. The handling of minor defects is set out in Article 16.
2. Payment Arrangements
The payment ratio, currency, term, triggering conditions and required documents shall be specified in the contract. Payment may be arranged at milestones such as advance payment, factory acceptance, shipment and other agreed stages; applicable retention money, guarantees or special payment conditions shall be confirmed separately in writing.
Haifeng shall provide the agreed payment notices and relevant documents in accordance with project progress. The customer shall pay on time once the payment conditions are satisfied. Taxes, bank charges and other transaction expenses shall be borne in accordance with the contract.
If the customer fails to pay undisputed amounts on time, Haifeng may issue a written demand notice in accordance with the contract; after expiry of the agreed cure period, Haifeng may adjust the supply or service arrangements for the unperformed portion in accordance with the law and the contract, and notify the customer of the resulting impact on the schedule.
Disputed amounts shall be handled separately from undisputed amounts. The handling of amounts related to partial defects shall reasonably correspond to the disputed matters and comply with the contract and applicable law. The collection account and any account changes shall be verified through the formal channels agreed by both parties.
3. Warranty and After-Sales Support
3.1 General Warranty
Unless otherwise agreed in writing by both parties, the warranty period for the complete equipment is 12 months, commencing from the completion of site acceptance. Where there is no site acceptance arrangement, or where site acceptance is delayed for reasons attributable to the customer, the commencement and expiry dates of the warranty shall be specified separately in the contract and shall not be automatically brought forward or extended by the content of this webpage.
Haifeng shall, in accordance with the contract, provide repair, replacement or other appropriate handling for defects in design, manufacture, assembly and service within its scope of responsibility. The specific arrangements for self-manufactured parts and purchased parts are set out in Article 6.
Parts repaired or replaced during the warranty period shall, in principle, continue to enjoy the remaining warranty period of the original equipment; where the contract or applicable law provides otherwise, such provisions shall prevail.
3.2 Acceptance of Service Requests
The customer may submit the equipment model, fault symptoms, alarm records and related operational information through the after-sales channel agreed for the project. Unless a different service time limit is expressly agreed for the project, Haifeng will provide an initial response within one business day. Any service time limit in an existing executed project agreement remains governed by that agreement.
Initial response constitutes service acceptance and technical communication and is not equivalent to completion of fault repair. The plan for diagnosis, spare parts supply, on-site dispatch and restoration of operation shall be determined based on the nature of the fault and the site conditions.
3.3 Warranty Handling
If the customer discovers an anomaly that may affect safety or expand damage, the customer shall stop the relevant operation in accordance with the operating procedures and promptly contact Haifeng. Both parties shall keep necessary records, cooperate in diagnosis and take reasonable measures to reduce losses.
Material, labor, transportation and on-site service costs within warranty responsibility shall be handled in accordance with the contract. Non-warranty services shall have their scope and fees confirmed before implementation. Normal wear and raw material suitability matters are set out in Article 14.
4. Delivery of Technical Documentation
Haifeng shall provide the documentation required for installation, operation and maintenance in accordance with the equipment configuration and the contract scope. The documentation shall correspond to the actually delivered equipment and identify the necessary model, serial number and version.
| Documentation Category | Main Content |
|---|---|
| Operating Instructions | Operating procedures, start/stop, alarms, safety requirements and daily usage instructions |
| Installation and Layout Documentation | Installation interfaces, foundation requirements, maintenance space and applicable handling requirements |
| Electrical and System Drawings | Electrical, pneumatic, hydraulic or material system documentation within the agreed scope |
| Spare Parts and Wear Parts List | Part names, identification information, applicable models and maintenance/procurement references |
| Inspection Documents | Factory inspection, test records and applicable certificates agreed in the contract |
| Maintenance Documentation | Inspection cycles, lubrication, cleaning, replacement and related precautions |
| Documentation for Purchased Parts | Usage, maintenance and warranty documentation corresponding to the delivered configuration |
| Software Usage and Recovery Documentation | Software usage, backup and recovery instructions agreed in the contract |
| Training and Acceptance Records | Agreed training content, acceptance results and outstanding items |
Documentation necessary for installation and safe operation shall be provided before the relevant work begins; final documentation shall be compiled based on the actual commissioning results and delivered within the agreed time after acceptance. The language, electronic format, number of paper copies and the scope of editable files shall be determined by the contract.
Detailed manufacturing drawings, proprietary processes, software engineering source files and other proprietary technology are not included in the default scope of general documentation delivery. Documentation required by the contract or applicable law shall be delivered in accordance with the corresponding requirements.
5. Communication and Dispute Resolution
When disagreements arise during project execution, the parties shall first communicate through their authorized contact persons to clarify the issue, basis and proposed solution. For matters involving technical determination, the parties may jointly arrange re-testing or entrust an independent organization recognized by both parties to conduct an assessment.
Disputes that cannot be resolved through negotiation shall be handled in accordance with the dispute resolution method and applicable law validly agreed by both parties. Where arbitration is agreed, the contract shall specify the arbitration institution, seat of arbitration, applicable rules and language of arbitration; a specific arbitration arrangement shall not be established merely by browsing this webpage.
During the dispute, the parties shall continue to perform obligations that are unaffected by the dispute and can be performed independently, except where performance may be suspended in accordance with the law or the contract. The parties’ rights to apply for preservation, recognition and enforcement of awards, and other judicial remedies in accordance with the law shall not be affected.
6. Warranty for Self-Manufactured Parts and Purchased Parts
Haifeng shall act as the contact point for after-sales service of the equipment and coordinate service matters for self-manufactured parts and supplied purchased parts.
| Part Category | Service and Warranty Principles |
|---|---|
| Haifeng self-manufactured parts | Bear the corresponding design, manufacturing and assembly quality responsibility in accordance with the contract |
| Purchased parts selected and integrated by Haifeng | Handled in accordance with the contract and the disclosed part warranty conditions; Haifeng is responsible for the selection, installation and system integration work it undertakes |
| Parts designated or self-supplied by the customer | The inherent quality, suitability and installation responsibility shall be handled in accordance with the supply and technical division confirmed by both parties |
| Consumables and wear parts | Normal consumption shall be handled in accordance with maintenance requirements; manufacturing defects shall still be handled in accordance with the corresponding warranty agreement |
If purchased parts have a warranty scope or period different from that of the complete equipment, this shall be stated in advance in the contract or part documentation, and shall not be used to reduce the complete-equipment responsibility expressly committed by Haifeng.
7. Remote Access and Authorization
7.1 Scope of Authorization
Remote support is used for status inspection, fault diagnosis, parameter support or software maintenance of the agreed equipment. Haifeng shall provide services within the confirmed equipment, time and operation scope after obtaining the customer’s valid authorization. Continuous monitoring or long-term access shall be separately agreed.
Authorization for remote diagnosis does not automatically include program modification, continuous data collection or other operations beyond the purpose of the current service.
7.2 Implementation and Cooperation
Before the service, both parties shall confirm the on-site contact person, working window and the necessary backup, testing and recovery arrangements. Where the operation of the equipment or changes to control programs are involved, the customer shall arrange qualified personnel for on-site cooperation to ensure that testing and safe shutdown are carried out in accordance with the operating procedures.
The access method and permissions shall be configured in accordance with the confirmed project plan. After the service, the operation results shall be checked and the connection shall be terminated in accordance with the authorization arrangements. The customer may request termination of the remote service, and both parties shall first ensure that ongoing operations are safely stopped.
7.3 Data and Scope of Services
The information involved in remote services shall be limited to the scope necessary to complete the agreed service. Where personal information, third-party data processing or cross-border transfer is involved, it shall be handled in accordance with applicable law and the relevant agreements between the parties. Production and technical information shall be used in accordance with the confidentiality agreement.
The remote handling method depends on the nature of the fault and may be converted to on-site service when necessary. Whether fees are charged and the scope of services shall be confirmed in accordance with the contract or service order, and existing warranty obligations shall not be changed by the remote service method.
8. Service Fees: Working Hours, Travel and Accommodation
Before the commencement of paid services, both parties shall confirm the scope of work, estimated time, billing method and fee allocation. The rates and specific amounts shall be based on the applicable service agreement or the confirmed service order.
| Fee Category | Confirmation Principles |
|---|---|
| On-site technical service | Billed according to the agreed position, working hours or project scope |
| Remote technical service | Billed according to the confirmed project or service task scope |
| Travel and commuting | Clarify the itinerary, billable time and fee allocation to avoid double counting |
| Overtime and holiday service | Confirm the arrangements and fees in advance according to project needs and applicable requirements |
| Transportation, visa and accommodation | Arranged by the customer or settled against valid vouchers in accordance with the confirmed standards |
| Meals and on-site support | Arranged or settled by the customer in accordance with the service agreement |
| Waiting time and additional services | Handled according to the actual cause, work records and written confirmation |
| Transportation of tools and spare parts | Handled according to the actual mode of transportation and agreed delivery conditions |
Engineers shall record the actual services and related time, which shall be checked by the customer at the agreed intervals. Work beyond the original service scope shall be separately confirmed. Additional work arising from Haifeng’s responsibility shall not be billed as waiting time attributable to the customer.
Warranty service fees shall be handled in accordance with Articles 3 and 6. The rates for confirmed services shall not be retroactively changed by subsequent price adjustments.
9. Confidentiality and Information Protection (NDA)
Both parties shall bear the agreed confidentiality obligations for undisclosed technical, process, drawings, commercial and production information obtained during project communication and performance, and shall use such information only to the extent necessary for project evaluation, implementation and related services.
Confidential information shall only be disclosed to persons who need to know it and who bear corresponding confidentiality obligations. Receipt of information shall not be deemed acquisition of ownership of such information or a license of intellectual property beyond the purpose of the project.
Information that is lawfully in the receiving party’s possession, obtained from a third party in accordance with the law, independently developed, or already in the public domain without breach shall not be subject to the corresponding confidentiality restrictions. Where disclosure is required by law, the other party shall be notified to the extent permitted by law, and disclosure shall be limited to the necessary scope.
Confidentiality obligations commence upon receipt of the confidential information. The specific period, the handling after project termination, and the return, deletion and necessary retention of materials shall be governed by the contract or a separate NDA; trade secrets and personal information shall additionally be protected by applicable law.
Without the corresponding authorization, the other party’s confidential information shall not be used for unrelated publicity, competitive manufacturing or other uses not agreed upon. Upon discovering an information leak, the parties shall communicate promptly and take reasonable protective measures.
10. Customer Site Preparation
Haifeng shall provide the on-site installation requirements based on the equipment and project scope, and the customer shall complete the corresponding preparation in accordance with the plan confirmed by both parties.
| Preparation Item | Main Content |
|---|---|
| Site and foundation | Load-bearing capacity, installation location, access, maintenance space and environmental conditions |
| Unloading and lifting | Appropriate handling equipment, lifting tools and qualified operators |
| Utilities | Power supply, grounding, compressed air and the agreed cooling, heating and water supply/drainage conditions |
| Raw materials and molds | Agreed raw materials, necessary safety documentation, molds and trial-run auxiliary materials |
| Safety and environmental protection | Ventilation, protection, firefighting, emergency and waste disposal conditions |
| On-site personnel | Project manager, operation and maintenance personnel and necessary support personnel |
| System coordination | Relevant equipment interfaces, construction coordination and approved remote support conditions |
Both parties shall confirm the site preparation status before dispatching engineers. Where there are deficiencies affecting installation or commissioning, the completion plan and service arrangements shall be confirmed through consultation; the costs and schedule impact shall be determined according to the actual cause and the contract.
On-site operations shall comply with applicable safety requirements. Where unsafe conditions exist, the relevant operations shall be suspended and resumed once the conditions are satisfied.
11. Packaging, Packing List and Handover
Haifeng shall prepare the packaging and shipping documentation in accordance with the contract and transportation requirements. The packing list shall state the case number, name of goods, quantity, identification information and applicable weight and dimensions, and where necessary shall indicate the handling direction, lifting and storage/transportation requirements.
The list shall distinguish between equipment, accessories, incidental tools, contractual spare parts and other deliverables. Partial delivery or items to be delivered later shall be confirmed by both parties and stated in the delivery records.
Before shipment, both parties shall confirm the acceptance status, contractual payment conditions, consignee information and agreed documents. Commercial invoices, transport documents and other certificates shall be provided according to the specific transaction and contract scope.
The transfer of transport risk shall be governed by the trade terms, version and named place agreed in the contract. Equipment, spare parts and tools may be transported by different modes and shall each be executed in accordance with the corresponding order. The transfer of risk shall not affect the parties’ responsibilities for packaging, quantity and quality issues under the contract.
Upon receipt, the customer shall inspect promptly in accordance with the agreement and keep the necessary handover records, and shall promptly notify Haifeng and the relevant carriers upon discovering any anomaly.
12. Delivery Schedule and Plan Changes
The delivery plan shall be developed based on technical confirmation, payment, provision of raw materials or samples, and other agreed conditions. The milestones for equipment manufacturing, factory acceptance, shipment, transportation and on-site commissioning shall be specified separately in the project plan.
Where work is completed early and early delivery is proposed, Haifeng and the customer shall confirm the receiving conditions and time. The impact of early delivery on payment milestones shall be implemented in accordance with the contract or written confirmation of both parties.
Where the customer proposes changes to configuration, process or schedule, both parties shall assess the impact on design, procurement, manufacturing, costs and delivery time, and confirm the implementation of the change. Any expediting arrangements shall not lower the agreed inspection and safety requirements.
Where progress is affected by the customer’s inadequate preparation, delayed acceptance of goods or other confirmed causes, both parties shall adjust the affected milestones and clarify the necessary warehousing, transportation and service arrangements. Where delay is attributable to Haifeng, Haifeng shall promptly explain the situation and propose a remedial plan, with the relevant responsibility handled in accordance with the contract.
Force majeure and other performance obstacles shall be handled in accordance with the contract and applicable law. The affected party shall promptly notify the other party and take reasonable measures to mitigate the impact. Plan adjustments shall not automatically change the unaffected payment, warranty or other contractual arrangements.
13. Software License, Source Code and Open Source Components
Equipment software is licensed to the customer in accordance with the contract for use on the designated equipment and within the agreed scope of use. The licenses for the software runtime, backups, engineering source files and development tools are separate deliverables and shall be specified in the software list or technical agreement.
Unless otherwise expressly agreed in the contract, or otherwise required by applicable law or the relevant license, PLC/HMI engineering source files, proprietary program libraries and development documentation are not within the default scope of delivery. Software documentation necessary for equipment operation and agreed maintenance shall be delivered in accordance with the contract.
Third-party commercial software and open source components are subject to their respective licenses. Haifeng shall provide the necessary license statements, notices and source code or access methods required to be delivered in accordance with applicable requirements, and shall not use this document to exclude the relevant licensing obligations.
The ownership of results, modification, maintenance and reuse rights of custom-developed software shall be separately confirmed by both parties. The customer’s rights to use, repair and interoperability that are enjoyed under the law and may not be excluded shall not be restricted.
Software updates and modifications affecting equipment functions shall have their compatibility, authorization, backup and testing arrangements confirmed. Remote updates are subject to Article 7; problems caused by modifications shall be handled according to the actual cause and the contract.
14. Normal Wear and Raw Material Suitability
14.1 Raw Materials and Operating Conditions
Unless otherwise agreed in the technical agreement, equipment parts shall be selected based on conventional, non-corrosive polyurethane raw materials and confirmed operating conditions. The customer shall provide the raw material, safety and process information necessary for equipment suitability.
Raw materials that are corrosive, abrasive, strongly acidic or alkaline, or contain particles such as crystalline or mineral solids, may affect part wear and service life. For such applications, compatibility, metering methods and maintenance requirements shall be confirmed at the selection stage.
Where the customer uses raw materials without written suitability confirmation, or uses them beyond the confirmed operating conditions, the resulting damage and related consequences shall be borne by the customer in accordance with the contract. Raw material systems accepted in writing by Haifeng shall be fulfilled in accordance with the corresponding technical agreements, and the selection and quality responsibility already undertaken by Haifeng shall not be exempted by the presence of fillers.
14.2 Wear and Maintenance
Normal wear and consumption of consumables are not within the scope of the warranty. Relevant parts include filter elements, pump and agitator shaft seals, sealing elements, nozzles, high-pressure hoses and other agreed wear parts.
Whether something constitutes normal wear shall be determined based on operating hours, conditions, raw materials and maintenance records. Manufacturing defects in wear parts shall not be automatically excluded from the warranty merely because they are wear parts. Inspection and replacement of parts shall comply with the maintenance requirements of the equipment and the parts.
14.3 Raw Material Changes
When the customer changes raw material grades, additives, filler content or particle size, process temperature or cleaning media, the customer shall promptly confirm the suitability with Haifeng. Where necessary, trials, part adjustments or maintenance plan updates shall support the new application conditions.
15. Materials, Cooperation Information and Brand Use
The use of the Haifeng name, the Haifeng logo and related protected materials shall comply with the authorization of the rights holder and applicable law. Without Haifeng’s prior written consent, the relevant marks shall not be used for publicity, endorsement or other commercial promotion, nor shall any statement be made that could readily lead the public to believe that authorization has been granted by Haifeng.
Haifeng respects the customer’s confidentiality requirements. Before using the customer’s name, project photos or cases for external publicity, the corresponding authorization shall be obtained.
Supplier-Specific Provisions
Where Haifeng acts as the purchaser, the supplier may use the drawings, samples, technical documentation and other confidential information obtained solely for the performance of Haifeng’s orders, and shall not use them for other projects or provide them to unrelated third parties without authorization.
Without Haifeng’s prior written consent, the supplier shall not publicize the cooperative relationship between the parties, nor use the Haifeng name, the Haifeng logo or restricted project photos on websites, social media, brochures, exhibitions, customer lists or bid publicity. Disclosure required by law and use not requiring authorization under the law shall be excepted.
The ownership of materials, scope of authorization, return/deletion and confidentiality obligations shall be governed by the procurement contract and the relevant confidentiality agreements. This clause shall not convert the supplier’s procurement obligations into obligations of the equipment buyer.
16. Minor Defects and Rectification
Where the equipment meets the agreed principal performance and does not affect safety, contractual use or necessary operation and maintenance, minor defects shall not be used as a reason to refuse overall acceptance. Both parties shall determine the handling method based on the actual impact of the issue.
Local appearance or documentation layout issues that do not affect safety and use may be recorded in the rectification list; issues affecting safety, principal performance or necessary operation and maintenance shall not be subject to minor defect handling.
Where the parties accept through the “Passed with a Rectification List” method, the outstanding items, responsible party, deadline and confirmation method shall be specified. Acceptance shall not relieve Haifeng of its obligation to complete the agreed rectification, and the payment and warranty milestones shall be executed in accordance with the contract.
Where multiple issues have a cumulative impact on use, they shall be assessed as a whole. The customer’s receipt, payment or trial operation shall not constitute a waiver of the defect-handling rights enjoyed under the law and the contract.
Document Updates and Contact
After this document is updated, it shall apply to new versions arrangements subsequently confirmed by both parties, and shall not retroactively change existing contracts.
For project terms, documentation delivery and service matters, please contact the Haifeng project representative or consult through the contact channels published on Haifeng’s official website.
- Chinese Official Website: www.chinahaifeng.cn
- International Official Website: www.chinahaifeng.com
