Terms & Conditions

Large Bulk Contract: For a copy of our custom manufacturing/large bulk contract please click here (PDF file).

At RainShadow Labs we stand behind the quality of our products. Our insurance covers products that are manufactured by our Company with our approved “in- house” ingredients ONLY when we provide all of the ingredients; package the product; label the product and send out the product for distribution. If we will be doing the aforementioned, the customer may inquire into being named on the RainShadow Labs insurance policy for product liability only.

We recommend that all of our customers carry their own business insurance for their business operations. If a customer chooses to alter the product or self-package the product at the site of their business or any location outside of RainShadow Labs it is strongly recommended that the customer arrange their own product liability insurance as the RainShadow Labs insurance will not insure product that is not fully in the control of RainShadow Labs at all levels of preparation.

As customers begin the Custom Formulation process with RainShadow Labs we will enlist the lab to create customized product samples for you to test. These will represent different versions of what our lab has understood to be requested for the particular product in question. The lab order form will be entered into the lab formulation line up. There is an estimated lead time of 3 weeks to receive your first sample. There is an initial lab fee involved in this process to cover lab time and the first domestic shipment. You will be billed $750 plus applicable tax per formula. This initial lab fee covers 3 free revisions to make adjustments to your sample. Freight will be billed separately for samples and adjustments requested. If reformulating and finalizing custom formulations takes us beyond six months, then a new lab fee will be initiated which will cover the next six months of lab time. 

RainShadow Labs will own the formulations that are created in our lab and RSL will sign a Non-Disclosure legal document to ensure that we are only making your product for your company. We will never share your formulation or ingredient information with any company other than yours.

In order to begin this process please fill out the following electronic form and submit it to RSL. 

Digital Formulation Questionnaire

Before the lab process can begin customers will need to have signed and submitted a lab sample contract to our offices. 

If you have any further questions regarding the Custom Formulation Process, please send an email to [email protected] or call 503-366-3413 and ask for Custom Formulation Support.

We look forward to creating with you.

RainShadow Labs is committed to providing transparent information regarding what ingredients have or have not been used in your Custom Formulated Products. RSL will always provide for you the common name of an ingredient as well as the INCI name of an ingredient if it exists. RSL will provide Ingredient Decks for every approved formulation that our lab creates. RainShadow Labs does not make or support any labeling claims as this is a third party process. In order to validate and support any claims made on your labels, you will need to enlist a third party independent testing lab to perform specific testing to corroborate the claims made on your labels.

No Minimum Purchase Required to shop on-line at RainShadow Buy Direct. There is no minimum dollar amount to order stock products directly off of this website.  Start shopping at Buy Direct here.

You can access our direct-from-the-manufacturer, wholesale prices by going through our Buy Direct catalog. 

Samples are offered (1-2oz sizes) on all stock products. We strongly suggest that a sample is ordered prior to purchasing in larger quantities. Returns will not be accepted when the proper formula/item has been shipped.  Beyond sample sizes, Buy Direct products range from individual 32oz containers to 1-gallon sizes and larger.

Minimum Order for Custom Manufacturing: All custom items require a 25-gallon minimum purchase. Minimums will be clarified during the lab formulation process.

Minimum Order on Contract Filling: All product that is to be filled will require a 25-gallon minimum per formula/fragrance except. For further questions, email [email protected].

NSF Checks: Subject to a $35 fee per bank rejection.

Late Fees: For our Net 30 accounts, there will be a late fee of 18% per annum charged on all late
payments.

Our Net 30 policies are as follows:

• Payment is due 30 days from the date of invoice
• If payment is not received by 40 days after the invoice, there is an 18% per Annuum late fee that will be applied to your account
• All finance fees need to be paid with the original invoice due. If the invoice is being paid by credit card we will charge the finance fees at the same time.
• If your account reaches 60 days past the invoice date, your Net 30 terms will be suspended for 6 months
• If this occurs and your Net 30 terms are reinstated, if you again hit 60 days past due your Net 30 terms will be permanently suspended.
• Accounts at 90 days past the invoice date will be turned over to an outside collections agency

Terms: The first order needs to be COD ($12 internal fee plus UPS/FedEx fee) or credit card. RainShadow Labs accepts Visa, MC, American Express, and Discover cards. All customers will be set up initially as proforma customers with payment due before the order will ship out.

Net-30 is for businesses that have been in business with RainShadow Labs for more than a year with good credit. If you qualify, please fill out an fax back our Credit Application. We utilize an outside credit reporting agency for all applications.

For a first order shipped COD only a money order or certified check will be accepted. After that, a company check is fine. CODs that are over $500 require a credit card backup.

Custom and large bulk size orders require a deposit prior to production time quote.

Stock Product Pricing: Due to an ever evolving and changing world market as well as the changing nature and constitution of natural ingredients and essential oils, which is in effect a commodities market, price commitment by RainShadow Labs is made at the time an order is placed only.  Price quotes in this catalog/online listing are representative of the cost of an item as it currently stands at the time of launch.  Always confirm pricing at the time of order because prices are subject to change. We will continue to do all that we can to remain the most competitive manufacturer both in the pricing arena as well as in the high quality market.

Custom Manufacturing Quotes: Price quotes are created for custom manufacturing/large bulk purchases/contract filling once the following information has been finalized:

Custom Manufacturing: Once the custom formulation process has been finalized and a customer has approved their formulas, a completed lab sample feedback form will be required. Please email ([email protected]).  Once we have this confirmation in house, a bulk quote will be provided for the customer. Expect a 3-5 business day turn around to have this information provided via email.

Large Bulk Purchases: For larger quantities of stock bulk products (25 gallons or higher) please email [email protected] or call US at 503-366-3413. A list of all relevant bases of interest will be requested, along with any fragrances/scents that are being added to the bulk stock products. A quote will be provided once product and scent information is provided to RSL. Expect a 3-5 business day turn around to have this information provided via email.

Contract Filling/Labeling: Once formulation has been finalized and price quotes for filling/labeling are requested, the following information will be required:

• 1 of each sized container and lid. Please mark on these containers where the desired product fill line is for this container as this will affect the price. We will need these in order to do an in-house fill test. Your packaging vendor should be willing to send RSL one free sample bottle.
• 1 sample of each label size. Your label company should be able to provide you with blank die cuts of your label sizes. We will need this information in order to verify that the label is appropriate for the container and that we can apply it.

RSL does not provide ball park quotes under any circumstances as they are misleading and a waste of time for all parties in question. Once formulations are established, RSL will happily provide all relevant pricing information to customers.

Stock Product Returns:RainShadow Labs is committed to making the highest quality products possible. Please order a sample before purchasing as we do not accept returns on opened products for any reason. During seasonal temperature changes natural products can become thinner or thicker. We cannot replace your base if it is not the viscosity that you expected. While samples can give you a general idea of what a larger size will be like sometimes there can be slight differences. Other issues that do not warrant a return are color or scent variations. Natural ingredients do vary from lot-to-lot and thus a finished product can have slight variations. If these variations are not acceptable to you, then you may want to consider chemical based products. All of our ingredients are carefully chosen for quality and are produced under cGMP Standards. Cosmetic Bases are guaranteed for up to 12 months from day of purchase.

RainShadow Labs sells wholesale only and all sales are final. If there is a problem with your order, please observe our return policy as follows:

Returns must occur within 10 days of your shipment receipt for all items. Products must be unused and in their original sealed condition. All returns are subject to a 25% restocking fee unless it is an item that we miss-shipped. We are not responsible for shipping delays and cannot credit for shipping expenses unless it was our fault. Credit will be applied to your account with us to be used on your next order, not to your credit card, for all returns minus the restocking fee and shipping costs. We do not issue refunds for any reason. Cancellation of any order once it has been processed will result in a 25% restocking fee. Canceling an order because you don't like the freight rate is not an exception. You can of course estimate your shipping by going to either www.ups.com or www.usps.com and entering your info for a rate estimate. The FOB zip code is 97051.

If you placed an order for 55 gallons or more, then once the order has been accepted and paid for, it cannot be canceled for any reason. Orders of this size are custom orders as we will make them to order.

To return your order, please follow these steps:

1. Place the original invoice (or a copy) and a note with the reason of the return inside the shipping box.
2. Write the invoice number on your shipping box (print clearly).
3. Ship the box to the following address: RainShadow Labs, 300 Port Ave, St Helens, OR 97051

Custom Product Return Policy

Returns are not accepted for any reason once the custom product formula has been processed. Due to the nature of natural ingredients, there can be slight variations in color, viscosity and scent of all bases from batch to batch. These changes are NOT grounds for a return. RainShadow Labs sells wholesale only and all sales are final. Due to the nature of our products, we are unable to accept returns and still guarantee purity of product to our customers. Products will be replaced or credited to your RainShadow Labs account only to be used towards your next purchase, never refunded, in the case of a shipping error on our part or damage during shipping. If the product was damaged during shipping we will only replace the product once a claim has been issued by the freight carrier. We cannot issue a credit or replace product for accidentally ordering the wrong product, not liking the color, feel, viscosity, scent or any other physical aspect of the product. We will also not refund or replace free of charge any product that has shelf life issues that may occur to pre-approved naturally preserved products or products that you alter in any way or stored incorrectly causing separation or damage to the product shelf life.

If we make a mistake, then we will immediately reproduce your product and will ship it to you via the originally requested method of transport. If you would like your replacement product shipped faster than ground you will need to pay the different in the freight.

Note: if you paid by credit card and an order is cancelled for any reason, then there will be an additional 4% fee for the loss that we incur from the credit card merchants for accepting your card for payment in the beginning.

Note: Cancellations, if allowed can only be done if we have not already started making your product or have not pre-ordered any required ingredients. Once production has begun, we cannot cancel, credit, or refund for any reason.

Samples: When ordering a product for the first time, make sure to request a product sample first. All of our stock products are offered in 1oz-2oz samples for $3.95 a piece. Initial three samples are complimentary (you will be charged for freight). Order samples on line through Buy Direct or call Customer Service at 503-366-3413 to enlist the support and direction of one of our many helpful and pleasant Customer Service Representatives.
We do not accept returns on any stock products where the correct product was sent out.

Custom Samples: For more information on custom samples, see RSL Lab Samples and Contract page (click here).

For optimal shelf life, all products should be stored in a dry area that ranges from 45 degrees to 72 degrees. All of RainShadows products are formulated for a two year shelf life, based on our chemists knowledge. Third party testing is available for definite shelf life labeling claims. Fragrance and color are affected in with high heat and bright light environments. If you have further questions, please call us.

Shipping: On “stock” items, for up to 25 gallons, it usually takes 7 to 10 working days from the time we receive your order until it ships from our docks. Allow time for travel. For large/custom/drop-fill orders, allow 4 to 8 weeks until ready to ship. We ship FOB from St. Helens, Oregon, best way, or by your instruction. Custom orders will be confirmed with a contract and deposit prior to time quote. Please make sure your shipping information is correct on your contract. A $10 charge will be made on all shipments that require address corrections called in after the product has shipped.

Damaged Shipments: Please do not sign for the shipment until you have checked for external damage. If the damage is bad, refuse the shipment. Always have your delivery driver sign your paperwork acknowledging the damage. This will make the claim much easier. If you did not notice it at first, save all packaging and containers for damage inspection. Call us immediately and we will help you with your damage claim with the carrier. You must report all damage within 10 days of receipt.

About Shipping Rates:
Small/Individual Boxes: We have a contract with UPS. If you have an account with UPS we can also ship under your account. We do not have any additional shipping/handling costs. Small bulk freight will be added to your invoice at the time of shipping.

Large/Pallet Freight: Any orders shipping out that will go on a pallet will go by freight. A fee of $15 per pallet will be applied to your final invoice. We currently contract with three freight companies that have agreed to extend our discount rates to you. You will be billed directly from the freight company. If you have a preferred freight company we can use them to ship your order. 

When your large/pallet order is ready to ship you will get an email with rate quotes. This will outline the charges and their estimated delivery times. We do need to know when you place your order if you will need a lift-gate or inside delivery. Please note that FedEx is the only company with an on-time delivery guarantee built into their pricing so if you are in a rush for your product please watch for these delivery times. We will not ship your order until we have heard back from you.

Once your shipment has left our facility you will need to contact the shipping company directly to arrange payment and delivery. Please keep your quote so you can reference the quoted price. You will receive an email from us with the BOL and PRO number so you can reference your shipment. Any and all damage to your products once they have left our facility need to be dealt with directly to the freight companies. Damage does happen in shipping and there is a process to handle it. Watch your pallet closely when you receive it and make sure to have your driver acknowledge any and all damage to the pallets upon delivery. 

Unless otherwise instructed by you prior to shipping this is how we will ship your order:
Small orders: If your order is less than 250 lbs, we will use UPS Small Package
Mid-size orders: Orders between 250-499 lbs are best shipped by Freight Ground
Larger orders: If your order is 500+ lbs., we will ship by truck (usually 50%-80% discount on truck rates). If your order is going by truck and you will need a lift gate to lower the products to your dock, please specify this at the time of your order and we will let the trucking company know. The trucking company usually charges a fee for this and delivery can take a few extra days, but it can be done.

Please note: if you are in Hawaii, Alaska, or out of the country, you will need to specify how you want your order shipped. UPS/FedEx is usually more expensive to these areas and US mail is sometimes preferred. We will insure your order if sent by US mail.

We can “estimate” the weight of your order and let you do some checking around for your best freight rates. Then let us know and we will follow your shipping instructions.

When shipping by truck, if you can get better rates and discounts, let us know and we will ship freight collect on your carrier. If you are close and wish to pick up at our docks, this can be arranged at the time of order and we will give you a call/email you when your will-call order is ready for pick-up.

If your shipment is held at our facility due to lack of payment or provided shipping information, a storage fee of $100.00 per pallet PER WEEK will be charged on your account until we receive resolution that allows us to ship or dispose of the goods being held on your behalf.

RainShadow Labs (“RSL”) does not participate in any way with the what or how a customer labels it product. RSL formulates per customer specifications. RSL does not endorse any claim made by an RSL customer. RSL does and will always provide accurate ingredient deck data per approved customer formula. Labeling claims should be verified through third party testing facilities. RSL will also provide customers with a link to the FDA regulatory guidelines in order for customers to be clear regarding which words and terms and claims are in fact regulated by the FDA. RSL does not assume any responsibility for customer meeting regulatory guidelines.

Customer hereby unconditionally indemnifies and releases RSL, its entities, directors, officers, employees, and shareholders from any and all actions, liabilities, damages, losses, costs, expenses, claims and demands, including without limitation product labeling resulting directly or indirectly from RSL participation in customer’s product labeling.