Shipping / Damage / Loss Policy

1. SHIPPING MODEL

Unless otherwise stated for a particular Exhibition or Work, Bird Swatch Archive uses an artist fulfilled shipping model.

When a Work is sold:

• the Collector pays the applicable shipping charge;
• the Artist is responsible for preparing and packing the Work;
• the Work is shipped directly from the Artist to the Collector;
• shipment must use a recognized standard parcel carrier;
• valid tracking information must be provided; and
• the Artist and Collector must follow the applicable fulfillment and claims procedures described in this policy.

Bird Swatch Archive facilitates the transaction and may coordinate shipping, tracking, claims, and communications between the Artist and Collector.

2. ELIGIBLE SHIPMENTS

The standard Bird Swatch Archive shipping program is intended for artwork that can be safely shipped using ordinary parcel services.

Unless Bird Swatch Archive approves an exception, a Work must comply with the following Exhibition limits:

• longest artwork dimension: 48 inches maximum;
• shorter artwork dimension: 36 inches maximum;
• artwork depth: 3 inches maximum; and
• fully packaged shipment weight: 30 pounds maximum.

Freight, specialized art transportation, and white glove delivery are not included in the standard fulfillment model.

If a Work cannot reasonably be shipped within these requirements, the Artist must notify Bird Swatch Archive before the Work is offered for sale.

3. SHIPPING CHARGES

The Collector pays the shipping amount presented during checkout.

Shipping charges are separate from the artwork sale price and are not included when calculating Bird Swatch Archive's commission.

The shipping amount may take into account factors including:

• package dimensions;
• package weight;
• shipping origin;
• destination;
• carrier;
• service level;
• insurance or declared value; and
• other applicable carrier charges.

If Bird Swatch Archive provides the Artist with a prepaid shipping label, the Artist must use that label unless Bird Swatch Archive authorizes another shipping method.

The Artist should not request additional shipping payment directly from the Collector unless expressly authorized by Bird Swatch Archive.

4. SHIPPING ADDRESS

The Artist must ship the Work only to the delivery address supplied through the applicable Bird Swatch Archive order or fulfillment record.

Artists should not independently accept an alternative address from a Collector.

If a Collector requests an address change after purchase, the request must be handled through Bird Swatch Archive before shipment.

The Collector is responsible for supplying an accurate and complete shipping address when completing the purchase.

5. FULFILLMENT DEADLINE

The Artist must prepare and ship a sold Work within the fulfillment period stated in the Artist workspace or order record.

If the Artist is unable to meet the stated shipping deadline, the Artist must notify Bird Swatch Archive as soon as reasonably possible.

Bird Swatch Archive may communicate a revised expected shipment date to the Collector.

Repeated or substantial fulfillment delays may result in cancellation of the order where fulfillment cannot reasonably be completed.

6. PACKAGING RESPONSIBILITY

The Artist is responsible for packaging the Work appropriately for shipment.

Packaging must be reasonably designed to protect the Work from the conditions ordinarily encountered during parcel transportation, including:

• impact;
• vibration;
• compression;
• movement within the package;
• ordinary moisture exposure; and
• routine sorting and handling.

The Work should not move freely inside its shipping container.

Packaging materials should be appropriate for the Work's medium, construction, dimensions, weight, framing, glazing, and surface.

7. FRAMED AND GLAZED WORK

Where a Work is framed, the Artist is responsible for ensuring that the frame and its components are suitable for parcel shipment.

Glass glazing should be avoided where reasonably possible. Acrylic, Plexiglas, or another shatter resistant glazing material is preferred for shipped framed Works.

If glass is used, the Artist assumes responsibility for packing the Work appropriately and complying with any additional Bird Swatch Archive or carrier requirements.

8. PACKING DOCUMENTATION

Bird Swatch Archive may require the Artist to photograph the Work and packaging before shipment.

When required, documentation should include:

• the Work immediately before packing;
• the condition of the Work;
• protective wrapping;
• interior packaging;
• the Work positioned inside the shipping container;
• the closed package; and
• the shipping label.

Artists should retain packing photographs until the transaction and any applicable claim period have concluded.

This documentation may be used to establish condition, investigate a damage claim, or support a carrier or insurance claim.

9. SHIPPING LABEL AND TRACKING

A valid tracking number is required for every shipment.

If Bird Swatch Archive supplies a shipping label, the Artist must use the label for the Work and order for which it was issued.

If the Artist is authorized to purchase shipping independently, the Artist must enter the correct carrier and tracking information into the Bird Swatch Archive fulfillment system promptly after shipment.

Tracking information may be shared automatically with the Collector.

The Artist should retain the shipment receipt or carrier acceptance record until the order is complete.

10. INSURANCE

Shipments must comply with the insurance or declared value requirements established by Bird Swatch Archive for the applicable Exhibition or order.

The Artist must not intentionally understate the value of a Work where declared value or insurance information is required.

If Bird Swatch Archive supplies a shipping label that includes applicable coverage, the Artist must follow the packaging, documentation, and carrier requirements necessary to preserve eligibility for that coverage.

11. TRACKING AND DELIVERY

After shipment, the Artist and Collector should monitor the tracking information associated with the order.

Carrier delivery dates are estimates and may change.

A shipment may be delayed because of weather, carrier operations, holidays, address problems, service interruptions, or other circumstances outside the reasonable control of Bird Swatch Archive or the Artist.

Bird Swatch Archive may send shipment, tracking, exception, and delivery notifications as part of the order process.

12. RECEIVING THE WORK

The Collector should make reasonable arrangements to receive the shipment.

Upon delivery, the Collector should inspect the exterior packaging before discarding any materials.

If the package appears materially damaged, crushed, punctured, wet, opened, or otherwise compromised, the Collector should photograph the package before or immediately upon opening it.

The Collector should retain all original packaging until the Work has been inspected and any potential claim has been resolved.

13. REPORTING DAMAGE

If a Work arrives damaged, the Collector should notify Bird Swatch Archive promptly using the damage reporting process associated with the order.

The Collector may be asked to provide:

• order number;
• photographs of the Work;
• close up photographs of the damage;
• photographs of the exterior package;
• photographs of the interior packaging;
• photographs of the shipping label;
• a description of the damage; and
• any other information reasonably necessary to evaluate or document the claim.

The Collector must retain the Work and all original packaging while the claim is being reviewed.

The Work should not be repaired, altered, reframed, discarded, returned, or reshipped unless instructed by Bird Swatch Archive.

14. DAMAGE CLAIM REVIEW

After receiving a damage report, Bird Swatch Archive may coordinate with the Collector, Artist, carrier, payment provider, or insurer to investigate the claim.

The Artist may be required to provide:

• pre shipment condition photographs;
• packing photographs;
• packaging information;
• shipping receipt;
• carrier documentation; and
• other relevant fulfillment records.

The Collector and Artist agree to cooperate reasonably with requests for documentation related to a legitimate claim.

Submission of a damage report does not automatically establish liability or guarantee a refund.

15. LOST SHIPMENTS

A shipment may be treated as potentially lost when carrier tracking shows an extended period without delivery or the carrier otherwise indicates that the package cannot be located.

The Collector or Artist should notify Bird Swatch Archive when a shipment appears to be lost.

Bird Swatch Archive may initiate or coordinate a carrier trace, missing package investigation, or insurance claim.

The Artist and Collector must provide reasonable information required by the carrier or insurer.

A shipment will not necessarily be treated as permanently lost solely because it is delayed.

16. SHIPMENT MARKED DELIVERED BUT NOT RECEIVED

If carrier tracking shows a shipment as delivered but the Collector cannot locate it, the Collector should:

• verify the delivery address;
• review the carrier's delivery details;
• check the immediate delivery area;
• check with household members, building staff, neighbors, or receiving personnel where appropriate; and
• notify Bird Swatch Archive promptly if the package remains missing.

Bird Swatch Archive may assist with a carrier investigation when appropriate.

17. INCORRECT OR UNDELIVERABLE ADDRESS

If a shipment cannot be delivered because the Collector provided an incorrect or incomplete address, Bird Swatch Archive will attempt to determine an appropriate resolution.

Additional shipping charges resulting from an address error, refused delivery, failed delivery attempts, or reshipment may be charged to the responsible party where permitted.

The Artist should not independently reship a returned package without instructions from Bird Swatch Archive.

18. RETURN TO SENDER

If a shipment is returned to the Artist by the carrier, the Artist must notify Bird Swatch Archive before opening, reshipping, refunding, or otherwise disposing of the order.

Bird Swatch Archive will determine the next operational step based on the reason for return and the applicable purchase terms.

A returned shipment does not automatically cancel the artwork sale.

19. RETURNS

Artwork should not be returned directly to an Artist without authorization from Bird Swatch Archive.

Where a return is authorized, Bird Swatch Archive will provide instructions regarding:

• return destination;
• packaging;
• carrier;
• shipping label;
• insurance;
• tracking; and
• applicable deadlines.

The Collector must package an authorized return with reasonable care.

20. REFUNDS AND CLAIM RESOLUTION

Depending on the circumstances and applicable terms, resolution of a verified shipping problem may include:

• continued delivery efforts;
• return of the Work;
• repair where appropriate and agreed;
• replacement where an editioned Work can legitimately be replaced;
• partial refund;
• full refund;
• carrier or insurance claim; or
• another mutually appropriate resolution.

No particular remedy is guaranteed solely by submission of a claim.

21. EDITIONED WORKS

If a damaged or lost Work is part of an edition, replacement with another impression may be considered only where:

• the applicable edition permits it;
• the Artist can provide an authentic replacement consistent with the stated edition information;
• the replacement does not improperly increase or alter the represented edition; and
• Bird Swatch Archive and the Collector approve the resolution.

Any replacement must preserve accurate edition records.

22. COMMUNICATION WITH COLLECTORS

Artists may receive limited Collector information necessary to fulfill an order.

Artists may use this information only for purposes reasonably necessary to:

• package the Work;
• ship the Work;
• resolve delivery issues; or
• assist with an authorized claim.

Collector contact information supplied for fulfillment may not be added to marketing lists or used for unrelated solicitation without the Collector's separate consent.

When a fulfillment issue arises, Artists should use the Bird Swatch Archive workflow whenever possible rather than independently negotiating refunds, replacement payments, or alternative shipping arrangements with the Collector.

23. ARTIST PAYMENT DURING A CLAIM

Bird Swatch Archive may delay or pause an Artist payout associated with an order while a material shipping, damage, loss, refund, chargeback, or fraud issue is being investigated.

Once the transaction is resolved, the Artist payout will be handled according to the applicable Artist Exhibition & Sales Agreement and payout policy.

24. RISK OF LOSS AND LIABILITY

The allocation of risk among Bird Swatch Archive, the Artist, the Collector, the carrier, and any insurer may depend on the circumstances of the shipment and applicable law.

Nothing in this operational policy is intended to assign legal liability beyond the terms of the applicable agreements and law.

25. POLICY ACCEPTANCE

Artists agree to comply with this policy as part of their participation in a Bird Swatch Archive Exhibition.

Collectors agree to the shipping, delivery, damage, and claims provisions incorporated into the Collector Purchase Terms at checkout.

Bird Swatch Archive will retain the policy version applicable to each Exhibition and transaction.