Vendor Agreement
Vendor Agreement
The Cozy Exchange
Last updated: December 31, 2025
This Vendor Agreement (“Agreement”) sets forth the terms and conditions under which vendors (“Vendor,” “you,” or “your”) may list and sell products on The Cozy Exchange (“The Cozy Exchange,” “we,” “us,” or “our”).
By applying to sell, listing products, or fulfilling orders through The Cozy Exchange, you agree to be bound by this Agreement.
1. Marketplace Overview
The Cozy Exchange is a curated online marketplace that provides vendors with access to a customer-facing storefront, payment processing, and order management tools. Vendors are independent sellers and are responsible for their own products and fulfillment.
2. Eligibility & Product Standards
- Vendors must be approved by The Cozy Exchange before listing products.
- Vendors may list new items and/or pre-loved items, provided they are approved for the applicable selling category.
- New items must be unused, in original condition, and accurately described.
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Pre-loved items must be:
- Gently used
- Clean and fully functional
- Accurately described with clear disclosure of condition
- Free of significant damage unless explicitly disclosed
- All products must be authentic, legally compliant, and meet quality standards.
The Cozy Exchange strictly prohibits the sale of counterfeit, unsafe, or misrepresented items.
The Cozy Exchange reserves the right to remove listings or suspend vendor accounts that do not meet these standards.
3. Pricing Policy (Shipping-Inclusive Pricing)
- Vendors set their own product prices.
- All product prices must include shipping and handling costs.
- Customers are shown free shipping at checkout.
- Vendors are responsible for pricing products to account for:
- Product cost
- Packaging materials
- Shipping and handling expenses
- Platform commission
- Payment processing fees
No additional shipping charges may be added outside the listed product price.
4. Shipping & Fulfillment Responsibilities
- Vendors are solely responsible for fulfilling and shipping orders.
- Vendors may use any shipping carrier of their choice.
- Vendors purchase shipping labels through their own carrier accounts.
- Vendors must ship orders within their stated processing times.
- After shipment, vendors must:
- Update the order shipment status
- Provide a valid tracking number through the vendor dashboard
- Shipping costs are not reimbursed separately by The Cozy Exchange.
5. Commission & Platform Fees
The Cozy Exchange charges a flat commission of ten percent (10%) on every product sold through the marketplace, including both new and pre-loved items.
- The 10% commission applies to the product sale price.
- The commission is automatically deducted before vendor payout.
- The commission rate is the same for all vendors and all product categories unless otherwise agreed to in writing.
This commission compensates The Cozy Exchange for providing the marketplace platform, payment processing infrastructure, marketing exposure, customer access, and operational support.
By listing products on The Cozy Exchange, vendors acknowledge and agree to the flat 10% commission structure.
6. Payment Processing & Credit Card Fees (IMPORTANT)
- Customer payments are processed through third-party payment processors integrated with The Cozy Exchange (e.g., Shopify Payments or equivalent).
- Credit card and payment processing fees are charged by the payment processor, not by The Cozy Exchange.
- These fees vary depending on:
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- Card type (credit, debit, rewards, international cards)
- Payment method
- Issuing bank
Payment processing fees are deducted automatically as part of the transaction and are separate from The Cozy Exchange’s commission.
By selling on The Cozy Exchange, vendors acknowledge that:
- Payment processing fees are standard industry fees
- These fees are outside the control of The Cozy Exchange
- Vendors are responsible for factoring these fees into their product pricing
7. Payouts
Vendor payouts are issued thirty (30) days after an order is marked as delivered, as confirmed by valid carrier tracking.
- Payouts are calculated as the product sale price minus the flat 10% commission and applicable payment processing fees.
- Shipping costs are not paid out separately.
- Vendors must ensure tracking information is accurate and up to date to avoid payout delays.
The Cozy Exchange reserves the right to delay or withhold payouts in the event of:
- Customer disputes
- Returns or refunds
- Chargebacks
- Fraud investigations
- Policy violations
Payout schedules and payout methods are determined by The Cozy Exchange and may be updated with notice.
8. Customer Service, Returns & Refunds
- Vendors are responsible for addressing product-related issues, including defects and fulfillment errors.
- Vendors must comply with The Cozy Exchange’s return and refund policies.
- Failure to respond to customer inquiries or issues in a timely manner may result in penalties or account suspension.
8.1 Marketplace Control of Returns & Refunds
The Cozy Exchange is responsible for reviewing, approving, and processing all customer return and refund requests in order to ensure a consistent and fair customer experience. Vendors do not issue refunds directly to customers.
8.2 Vendor Responsibilities
Vendors are responsible for:
- Providing accurate product descriptions, condition disclosures, and images;
- Addressing product-related issues, including defects, damage, or fulfillment errors;
- Cooperating promptly with The Cozy Exchange regarding return inspections, condition confirmations, and resolution requests.
8.3 Return Eligibility
Return eligibility is governed by The Cozy Exchange’s Return & Refund Policy, including but not limited to:
- Acceptance of returns for new items within the stated return window;
- Final sale designation for pre-loved items, except where items arrive damaged, defective, or significantly not as described.
Vendors agree to comply with all return determinations made in accordance with these policies.
8.4 Return Shipping
Unless otherwise specified by The Cozy Exchange, customers are responsible for return shipping costs. Vendors are not required to provide return shipping labels unless instructed by The Cozy Exchange due to vendor error or item condition issues.
8.5 Inspection & Confirmation
When a return is approved, vendors may be required to:
- Receive returned items;
- Inspect item condition upon receipt;
- Confirm findings within a reasonable timeframe.
Failure to respond within the requested timeframe may result in The Cozy Exchange making a refund determination based on available information.
8.6 Refund Processing
Refunds are issued by The Cozy Exchange to the customer’s original payment method. Vendor payouts may be adjusted accordingly in line with the marketplace’s payout and settlement terms.
8.7 Non-Compliance
Failure to comply with return procedures, delayed responses, or repeated product quality issues may result in corrective action, including penalties, temporary suspension, or termination of the vendor account.
9. Taxes & Legal Compliance
The Cozy Exchange acts as a marketplace facilitator and collects and remits applicable sales tax on customer purchases where required by law.
- Vendors do not collect sales tax directly from customers through The Cozy Exchange.
- Sales tax collected at checkout is handled by The Cozy Exchange or its payment processing partners in accordance with applicable laws.
Vendors are solely responsible for:
- Reporting and paying their own income, business, or self-employment taxes
- Maintaining compliance with all applicable local, state, and federal laws
- Ensuring their business operations meet all legal and regulatory requirements
The Cozy Exchange does not provide tax advice. Vendors are encouraged to consult a qualified tax professional regarding their tax obligations.
10. Intellectual Property
- Vendors retain ownership of their intellectual property.
- Vendors grant The Cozy Exchange a non-exclusive, royalty-free license to use product images, descriptions, and branding for marketing and promotional purposes.
11. Suspension & Termination
The Cozy Exchange reserves the right to suspend or terminate vendor accounts, remove listings, or withhold payouts in cases of fraud, abuse, or policy violations.
Vendors may terminate participation at any time, provided all outstanding orders are fulfilled.
12. Limitation of Liability
The Cozy Exchange is not responsible for:
- Shipping delays
- Carrier errors
- Lost or damaged packages
- Vendor fulfillment issues
Vendors agree to indemnify and hold harmless The Cozy Exchange from claims arising from their products or actions.
13. Agreement Updates
This Agreement may be updated from time to time. Continued participation constitutes acceptance of any updated terms.
14. Contact
For questions regarding this Agreement, contact:
contact@thecozyexchange.com