Terms and Conditions
Last updated: 19 August 2026
These Terms & Conditions apply to orders placed with W18 Workwear. They are designed to cover both Consumer and Business Customer orders, with specific provisions applying where consumer law provides additional rights.
Legal seller Malgorzata Olczak trading as W18 Workwear Supreme Business Park, Unit 12 Manchester M19 3JP United Kingdom Email: info@w18workwear.co.uk Telephone: 07787 787 374 |
1. About Us
W18 Workwear is operated by Malgorzata Olczak as a sole trader in the United Kingdom, trading under the business name W18 Workwear.
By placing an order with us, you agree to these Terms & Conditions. Please read them before completing your purchase.
2. Definitions
In these Terms, a Consumer means an individual acting for purposes wholly or mainly outside their trade, business, craft or profession.
A Business Customer means a person, sole trader, partnership, company, organisation or other entity purchasing wholly or mainly for business, trade or professional purposes.
Working Day means Monday to Friday, excluding public and bank holidays in England, unless we expressly state otherwise.
Customisation includes embroidery, DTF printing, sublimation printing, personalised text, logos and other customer-specific decoration.
Nothing in these Terms removes or restricts any statutory rights that cannot legally be excluded.
3. Our Products and Services
W18 Workwear supplies plain and personalised clothing, workwear and selected accessories. Customisation services include embroidery, DTF printing and selected sublimation printing.
Product availability, colours, sizes and available customisation options are shown on the relevant product pages or during the ordering process. We may update or discontinue products or options from time to time.
4. Product Information, Colours and Sizes
We make reasonable efforts to ensure product descriptions, images, colours and sizing information are accurate. Garment sizing and fit can vary between manufacturers, styles and product ranges. Customers should check the product-specific size information before ordering.
Colours displayed on a monitor, phone or tablet may differ slightly from the physical garment, embroidery thread or printed result because of screen settings, lighting, material, garment dye lots and production methods.
For embroidery, we select the closest suitable Madeira thread colour based on the artwork and information supplied. An exact match to a screen colour, printed colour or Pantone-style reference cannot always be guaranteed unless specifically agreed.
Minor manufacturing or production variations that do not materially affect the quality, function or agreed description of the product are not in themselves considered defects.
5. Placing an Order
When ordering through our website, you can select the garment or product, colour, size and quantity before adding available customisation.
- Logo or text customisation
- Embroidery or print method, where available
- Customisation position
- Text size and colour, where available
- Uploaded artwork or a previously prepared logo, where available
For online text customisation, the system allows up to three lines of text where that option is offered.
You are responsible for checking the information entered during the ordering process, including product, size, colour, quantity, spelling, artwork and delivery details, before placing your order.
6. Order Acceptance and Contract Formation
Your order is accepted and the contract between you and W18 Workwear is formed when we send you an Order Confirmation email following successful payment.
Acceptance of an order does not mean that production can always begin immediately. Where we require artwork clarification, embroidery proof approval, confirmation of colours, positioning or any other information necessary to produce the order correctly, we may contact you before continuing production.
We may decline or cancel an order where a product becomes unavailable, there is an obvious pricing or website error, the artwork cannot reasonably be reproduced, the order appears unlawful or infringes third-party rights, or fulfilment becomes impossible for another material reason.
If we cancel an accepted order after payment has been taken, we will contact you and refund the relevant amount, unless you agree to a suitable alternative.
7. Customer Artwork and Intellectual Property
By uploading or supplying artwork, logos, text, trade marks or other material, you confirm that you own the relevant rights or have permission to use them for the requested order.
You remain responsible for the content supplied to us. We may refuse artwork that we reasonably believe is unlawful or infringes third-party rights.
Customer artwork remains the property of the relevant rights holder. Supplying artwork to W18 Workwear gives us permission to use it only as reasonably necessary to prepare, proof and produce your order.
A Business Customer agrees to reimburse W18 Workwear for reasonable losses arising from a third-party intellectual-property claim caused directly by material supplied by that Business Customer without the necessary rights or permission.
8. Artwork Quality
For printing, high-quality vector artwork is recommended where available, although suitable raster artwork can also be accepted. For best results, we recommend artwork at approximately 300 DPI at the required production size.
A transparent background is preferred for suitable print artwork but is not mandatory. Uploaded files may be up to 50 MB, subject to the website upload system.
For embroidery, you do not need to provide an embroidery-ready file. We prepare the embroidery file in-house.
If artwork quality, fine detail, text size, colour combination or another technical issue is unsuitable for reliable production, we may contact you before continuing.
9. On-Screen Previews, Positioning and Scale
On-screen previews and visual representations shown during customisation are provided for guidance and illustration purposes only.
Final logo and text positioning is carried out using our standard production positioning guidelines and may be adjusted according to the garment type, cut, size, seams, pockets, panels and technical requirements of the selected customisation method.
The same design may appear proportionally different across garment sizes. For example, a design produced at the same physical size may look larger on a Small garment than on an XL garment.
Final placement and scale may therefore vary slightly from the on-screen preview. Reasonable variations resulting from the standard production process do not in themselves constitute a defect.
Nothing in this section affects your rights where the product has been materially produced incorrectly or does not conform to the agreed order.
10. Embroidery Proofs
For embroidered logos, we prepare an embroidery-ready version of the artwork and send a digital embroidery proof by email before production.
Embroidery production will not begin until the proof has been approved.
Please check the proof carefully, including spelling, logo content, colours, requested size and other visible design details. If you would like changes, tell us before approval.
Where amendments are requested, a revised proof may be issued and production will remain on hold until final approval is received. Multiple amendment requests or delayed responses may extend the estimated production and dispatch date.
11. Print Previews
For standard DTF print orders, the customer can view the design during the online customisation process. A separate email proof is not normally provided for standard DTF print orders.
The live preview is intended to help you check the artwork and general placement but remains subject to the positioning and scale rules in section 9.
If we identify a technical problem before production, including unsuitable artwork, unclear details or a potential colour clash, we may contact you for instructions or confirmation.
12. Setup Charges
Our current standard setup charges are:
Printed Text | Free |
Embroidered Text | Free |
Printed Logo | Free |
Embroidered Logo | £12 one-time setup charge |
Returning embroidered logo | No new setup charge when the same artwork is reused at the same embroidery size |
A different logo, materially altered artwork or a different embroidery size may require a new setup and fee. Current charges are also shown in our Price Guide.
13. Prices
All prices are displayed in GBP (£). W18 Workwear is currently not VAT registered and does not charge VAT on its sales.
Garment or product pricing may vary according to the item, size, colour and quantity. Customisation pricing may vary according to the selected method, size and quantity.
The total price shown at checkout before payment is the price applicable to the order, subject to correction of an obvious pricing error.
14. Payment
Payment must be made using one of the payment methods made available at checkout.
By completing checkout, you confirm that you are authorised to use the selected payment method and accept the obligation to pay the displayed order total.
Where payments are processed by an external payment provider, W18 Workwear does not receive or store your full payment-card details.
15. Standard Production Time and Customer-Dependent Delays
Our standard production time is normally 5 to 10 Working Days from the date the order is placed. This is a production estimate and does not include courier transit time after dispatch.
The estimated timeframe assumes that the information supplied with the order is suitable for production and that you respond promptly whenever approval, clarification or additional information is required.
Some orders, particularly embroidered logo orders, require a digital embroidery proof to be approved before production can proceed.
If you request amendments to a proof, further proofs may be prepared for approval. Each amendment and approval stage may extend the estimated production and dispatch date.
We may also contact you if we identify an issue that could affect the finished result, including unsuitable artwork, unclear details, positioning concerns, a potential colour clash between the customisation and the selected garment, or another technical issue that requires your decision.
Where production is delayed because we are waiting for your approval, instructions, amended artwork or another required decision, the estimated production time will be extended accordingly. Customer-dependent waiting time is not treated as a production delay caused by W18 Workwear.
Once the required information or approval has been received, we will continue the order as soon as reasonably possible.
16. Express Dispatch
Eligible orders can use our Express Dispatch service. Express Dispatch is a priority production and dispatch service and is separate from the courier delivery time.
- Maximum 50 garments or items per eligible order
- Maximum two customisations per garment or item
- Additional charge of £3 per garment or item
- Eligible orders placed before 12:00 noon are targeted for dispatch within 4 Working Days
The 4 Working Day target assumes that the order is technically suitable for production and that any required customer response or embroidery proof approval is provided promptly.
If we are waiting for proof approval, artwork amendments, colour confirmation, resolution of a colour clash or another decision from you, the Express Dispatch target will be extended accordingly.
Express Dispatch may also depend on product stock and technical suitability. If we identify an issue that prevents the service being achieved, we will contact you as soon as reasonably possible.
17. UK Delivery
We deliver throughout the United Kingdom, including Northern Ireland.
Our standard delivery charge is £5.99. Delivery is free on qualifying orders over £150.
Orders may be sent using Royal Mail or DPD. Royal Mail delivery is normally estimated at 1 to 3 Working Days after dispatch. DPD Next Working Day is normally intended for delivery on the next Working Day after dispatch, where that service is available.
Any delivery service or option specifically available to you will be shown during checkout. Courier transit times are estimates unless a guaranteed service is expressly stated.
Tracking information is sent automatically by email after dispatch.
For Consumers, goods remain at our risk until they come into your physical possession, except where you independently appoint a carrier that was not offered by us.
If a courier delay occurs, please contact us and we will assist with the delivery issue.
18. Delivery Addresses
You are responsible for providing a complete and accurate delivery address when placing your order.
If an order is returned or additional courier charges arise because an incorrect or incomplete address was supplied, we may charge the reasonable additional cost of redelivery where legally permitted.
Please contact us as quickly as possible if you notice an address error. We cannot guarantee that an address can be changed once an order has entered production or dispatch.
19. Consumer Cancellation Rights for Plain Products
If you are a Consumer purchasing a non-personalised product online, you normally have a statutory right to change your mind.
You have 14 days after receiving the goods to tell us that you wish to cancel. After notifying us, you normally have a further 14 days to return the goods.
You may notify us by email at info@w18workwear.co.uk or by using the Model Cancellation Form at the end of these Terms.
Return eligible plain goods to:
W18 Workwear
Supreme Business Park, Unit 12
Manchester M19 3JP
United Kingdom
Returned goods may be handled only as much as reasonably necessary to establish their nature, characteristics and functioning, in the same way you could inspect goods in a shop. We may make a lawful deduction for any reduction in value caused by handling beyond what is reasonably necessary.
Unless the goods are faulty or we agree otherwise, you are responsible for the direct cost of returning change-of-mind goods.
Where the statutory cancellation right applies, we will refund the price paid and the cost of the least expensive standard delivery service offered for the order. If you selected a more expensive delivery method, the additional delivery premium is not refundable under the statutory cancellation right.
For returned goods, we may withhold the refund until we receive the goods back or you provide evidence that you have sent them back, whichever occurs first. Refunds will be made within the time required by applicable consumer law.
20. Personalised and Custom-Made Products
The statutory change-of-mind cancellation right does not normally apply to goods made to a customer’s specifications or clearly personalised.
This includes products produced with your logo, embroidery, printed artwork, personalised text or other customer-specific customisation.
Personalised products therefore cannot normally be returned simply because you changed your mind, selected the wrong size or colour, supplied incorrect text or artwork, or no longer require the goods.
This does not affect your legal rights where a personalised product is faulty, not as described or has been produced incorrectly.
21. Business Customer Returns
The statutory Consumer cancellation rights described in section 19 do not apply to Business Customers.
Change-of-mind returns from Business Customers are accepted only where expressly agreed by W18 Workwear.
This does not affect any contractual or statutory rights a Business Customer may have in relation to defective goods or breach of contract.
22. Faulty, Damaged or Incorrect Products
If you believe an item is faulty, damaged or different from what you ordered, please contact us at info@w18workwear.co.uk and include your order number and a clear description of the issue.
We may ask for photographs where reasonably helpful so that we can assess the issue quickly. A request for photographs does not remove or restrict a Consumer’s statutory rights.
For Consumers, statutory remedies may include the short-term right to reject, repair or replacement, price reduction or a final right to reject, depending on the circumstances and applicable law.
Where appropriate, we will aim to resolve a confirmed production issue through reproduction, replacement or refund, while respecting any statutory remedy to which a Consumer is entitled.
Where we ask you to return a confirmed faulty or incorrect item, we will cover reasonable return costs where required by law.
Returns for faulty, damaged or incorrect products should be sent to the same return address shown in section 19, unless we give you different return instructions.
23. Refunds
Approved refunds will normally be made to the original payment method.
For valid Consumer cancellation of plain goods and for statutory remedies relating to faulty goods, refunds will be processed within the time required by applicable law.
Where only part of an order is refunded, delivery charges will be refunded only where required by law or where we expressly agree otherwise.
24. Garment and Product Care
Customers should always follow the manufacturer’s care label supplied with the garment or product together with any applicable W18 Workwear washcare guidance.
Different products, fabrics and customisation methods may require different care. Product-specific instructions take priority over general guidance.
We are not responsible for damage caused solely by care that is inconsistent with the product care label or applicable customisation care instructions, except where the law provides otherwise.
25. Reorders
Returning customers may be able to select previously prepared artwork through their account or customisation system.
A previously paid embroidered logo can be reused without another setup charge where the same artwork and same embroidery size are selected.
Garments, materials, dye lots and manufacturer specifications can change over time, so minor differences between separate production runs may occur.
26. Availability and Stock
Product availability can change. If a product becomes unavailable after an order has been accepted, we will contact you to discuss an appropriate alternative, revised timescale or refund for the unavailable item.
We will not substitute a materially different product without your agreement.
27. Events Outside Our Reasonable Control
We are not responsible for failure or delay caused by circumstances genuinely outside our reasonable control, such as severe weather, major courier disruption, industrial action, utility outages, supplier disruption or other exceptional events.
We will take reasonable steps to minimise disruption and communicate significant delays. Nothing in this section removes any statutory rights that cannot legally be excluded.
28. Liability to Consumers
Nothing in these Terms excludes or limits liability where doing so would be unlawful.
We are responsible for losses that are a foreseeable result of our breach of contract or failure to use reasonable care and skill, subject to applicable law.
If you are a Consumer, we are not responsible for business losses arising from a purchase made wholly or mainly for private purposes.
29. Liability to Business Customers
If you are a Business Customer, nothing in these Terms excludes or limits liability for death or personal injury caused by negligence, fraud or fraudulent misrepresentation, or any other liability that cannot legally be excluded or restricted.
Subject to the previous paragraph and to the maximum extent permitted by law, W18 Workwear will not be liable to a Business Customer for indirect or consequential loss, loss of profit, loss of business, loss of revenue, loss of anticipated savings or loss of business opportunity arising from an order.
Subject to liabilities that cannot legally be limited, our total aggregate liability to a Business Customer arising from an affected order will normally be limited to the amount paid for that order.
30. Personal Data
We process personal information in accordance with our Privacy Policy.
Our website may also use cookies and similar technologies as explained in our Cookie Policy.
31. Complaints
If you are unhappy with an order or service, please contact us so that we can investigate and try to resolve the issue.
- Email: info@w18workwear.co.uk
- Telephone: 07787 787 374
Please include your order number where available.
32. Governing Law and Jurisdiction
These Terms are governed by the laws of England and Wales.
If you are a Consumer, nothing in this section prevents you from relying on mandatory consumer protections available to you where you live or from bringing proceedings in a court available to you under applicable law.
If you are a Business Customer, the courts of England and Wales will have exclusive jurisdiction over disputes arising from these Terms or an order, unless otherwise agreed in writing.
33. Changes to These Terms
We may update these Terms & Conditions from time to time because of changes to our services, business practices or applicable law.
The version applicable to your order will be the version in force when that order is placed. We recommend saving or printing a copy for your records.
34. Contact and Return Address
For general enquiries, cancellations where applicable, returns and complaints, contact:
Malgorzata Olczak trading as W18 Workwear |
Model Cancellation Form
Use this form only where you have a statutory right to cancel. It does not apply to clearly personalised or custom-made products.
To:
Malgorzata Olczak trading as W18 Workwear
Supreme Business Park, Unit 12
Manchester M19 3JP
United Kingdom
Email: info@w18workwear.co.uk
I hereby give notice that I cancel my contract of sale for the following goods:
Order number |
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Goods |
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Ordered on / received on |
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Customer name |
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Customer address |
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Date |
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You can send the same information by email. You do not have to use this exact form provided you clearly tell us that you wish to cancel.