Terms & Conditions

The website www.ashenempireminis.com (hereinafter, the “Website”) is operated by Ashen Empire Minis. Throughout the Website, the terms “we” and “our” refer to Ashen Empire Minis. Ashen Empire Minis offers this Website, including all information, tools, and services available from this Website to you, and the terms “you,” “user,” and “client” apply to you, conditioned upon your acceptance of all terms, conditions, policies, and notices stated here as the user.

By visiting our Website and/or purchasing something from us, you participate in our “Service” and agree to be bound by the following terms and conditions (“Terms of Service,” “Terms”), including the additional terms and conditions and policies referenced herein and/or available by hyperlink. These Terms of Service apply to all users of the site, including, without limitation, users who are browsers, vendors, customers, merchants, and/or content contributors.

Please read these Terms of Service carefully before accessing or using our Website. By accessing or using any part of the Website, you agree to be bound by these Terms of Service. If you do not agree to all the Terms of Service, then you may not access the Website or use any Services. If these Terms of Service are considered an offer, acceptance is expressly limited to these Terms of Service.

Any new features or tools added to the current store on the Website will also be subject to the Terms of Service. You can review the most current version of the Terms of Service at any time on this page of the Website. We reserve the right to update, change, or replace any part of these Terms of Service by posting updates and/or changes on our Website. It is your responsibility to check this Website periodically for updates. Your continued use of or access to the Website following the posting of any changes constitutes acceptance of those changes.

Your privacy is of utmost importance. We respect your privacy and comply with the General Data Protection Regulation regarding your personal information. For more information, please refer to our Privacy Policy.

SERVICE AGREEMENT

The Terms of Service apply to all service provisions performed by Ashen Empire Minis, except where explicitly agreed otherwise between us and the client. The Terms of Service will be communicated to the client and will be considered accepted upon submission of the specific conditions (the “Proposal”) and the initial payment as a deposit—both of which (the Terms of Service and the Proposal) constitute the “Contract.” From this point forward, Ashen Empire Minis and the client may be collectively referred to as the “Parties” and individually as a “Party.”

To initiate our services, you must submit a quote request to Ashen Empire Minis through the “Quote” section on the Website, following the instructions there, and accept these Terms of Service along with our Privacy Policy.

For validity, explicit acceptance by us must be confirmed by returning a copy of the Proposal or Order. Any proposed modifications to the Proposal must be provided in writing and expressly accepted by Ashen Empire Minis to be effective.

The contract is finalized when you confirm you wish to proceed with our Proposal and have made the required initial deposit.

A copy of the Proposal with instructions to confirm and pay the deposit, plus a link to these Terms, will be sent to the contact information you provided.

The Proposal will include a detailed specification sheet (“Instruction Sheet”). Ashen Empire Minis is not responsible for inaccuracies you include therein.

The Services’ characteristics must be clearly defined in the Proposal.

The Contract remains in effect until the Services are complete and is governed by applicable law regarding consumer rights.

SERVICE LEVELS

Ashen Empire Minis offers multiple tiers of painting and basing services—e.g., “Game,” “Ornate,” “Premium,” and “Legendary.” Detailed descriptions appear on our Painting Services and Basing Services page. We reserve the right to rename service levels and decline a certain tier for any model if we believe it doesn’t meet our quality standards.

PRICES

Services listed in the Proposal reflect your accepted quote. Any additional contracted services will be detailed there—otherwise, they’re not included. We may adjust prices before issuing a Proposal. Once received, a Proposal remains valid for 30 days unless withdrawn.

We may correct errors in the Proposal during its validity period. Any such changes require your approval—or else we will cancel the Proposal.

Many services (assembly, cleaning, painting, basing, freehands) have per-model fixed pricing; some (e.g., character models, conversions, extensive freehand) may carry hourly rates.

Pricing is determined by Ashen Empire Minis based on model size, detail, scheme complexity, paint type, and other relevant factors as noted in your Proposal’s size references.

Proposal prices exclude VAT or other taxes, which will be added to the invoice.

Prices are valid only for the Services specified in the accepted Proposal.

ASSEMBLY AND CLEANING

We provide optional assembly and cleaning services. Please specify at the time of Quote request if you want us to handle assembly and cleaning or if models will be prepped by you. If omitted, models must arrive fully assembled and cleaned to our standards.

Our assembly and cleaning standards include (but are not limited to):
• Full sprue removal
• No visible sprue marks
• No gaps in connected parts
• All mold lines removed
• Surfaces smoothed

If models you send don’t meet our standards, we will offer:
a) Additional assembly/cleaning charges,
b) Return of models and cancellation of the Order, or
c) Return and replacement of models upon purchase of new ones.

See our cancellation section for details on option (b).

If you choose (c), you must pre‑pay for replacement models.

We may cancel an Order and return models if they are unsuitable—even without your agreement.

For questions about assembly or cleaning, contact: ashenempireminis.com.

PAINTING

Ashen Empire Minis offers our clients four categories of painting titled Game, Showy, Premium, and Legendary. We consider each painting category offered to be a different level of professional painting quality.

Each painting category has a specific process formula that each painter working on an Ashen Empire Minis Order has accepted and signed. This document is only available to be viewed by Ashen Empire Minis and its employees. A client cannot request to view this document.

Each completed painting job goes through a quality control process within Ashen Empire Minis to ensure that the quality meets our minimum standard requirement as outlined in our document. Only once this has been approved will a completion communication be sent to the client.

Our painting service is a mandatory service within our Order process, and we reserve the right to reject a Quote from any client who does not wish to include our painting service in their Order.

Details of the painting process, including but not limited to techniques used, paints used, and equipment used, will be disclosed at the discretion of Ashen Empire Minis to the client.

For more details on what to expect from each painting category, please visit our Services page.

CONVERSION/SCULPTING

Ashen Empire Minis offers optional separate services of model conversion and model sculpting to any client placing an Order with us.

Our conversion and sculpting services are charged at an hourly rate. The duration of time it takes to execute any part of our conversion or sculpting services is entirely decided by Ashen Empire Minis and not by the client.

Ashen Empire Minis reserves the right to reject a conversion or sculpting request as part of an Order if we do not feel it is something that can be effectively executed. In this case, the client will be notified and can still receive a Proposal for the rest of their inquiry without the inclusion of these Services.

For more details on what to expect from our conversion and sculpting services, please visit our Services page.

FREEHAND PAINTING

Ashen Empire Minis offers optional separate freehand painting services to any client placing an Order with us.

Our freehand painting service is charged at an hourly rate. The duration of time it takes to execute any part of our freehand painting service is entirely decided by Ashen Empire Minis and not by the client.

Ashen Empire Minis reserves the right to reject a freehand painting service or freehand banner painting request. In this case, the client will be notified and can still receive a Proposal for the rest of their inquiry without the inclusion of these services.

For more details on what to expect from our freehand painting services and freehand banner painting, please visit our Services page.

PAYMENT

The price of the Services will be settled through an initial deposit payment and a final payment.

For your initial deposit payment, we accept two forms of payment: bank transfer and PayPal.

The client will decide in the Proposal which payment method they wish to use to pay their deposit, and Ashen Empire Minis will invoice accordingly. While the client can choose to opt for an electronic invoice, which will be sent to the email address provided when confirming the Proposal, the client can revoke this consent at any time, and we will send the invoice in paper format.

All initial deposit payments are subject to a 14-day cancellation period, after which deposits are non-refundable, in accordance with the “Returns” section of these Terms of Service.

Your final payment must be completed through an appropriate bank transfer service or payment through PayPal as a precondition for processing the shipment of the Order products to the address you provide us.

Ashen Empire Minis reserves the right to accept other forms of payment where we deem necessary on a case-by-case basis and to reject the use of any other payment method from the client to Ashen Empire Minis for both the deposit payment and the final payment.

If we do not receive the full final payment within 14 days of sending our finalization email, we reserve the right to cancel the Order without refund or shipment of products to the client under the Contract formed upon placing an Order with Ashen Empire Minis.

We reserve the right to allow extensions of the final payment period on a case-by-case basis. Any and all agreed payment period extensions must be agreed upon in writing by us or will be invalid.

For any questions about our payment terms, please contact: ashenempireminis.com.

CANCELLATIONS

The client will have the right to withdraw from the Proposal within the first 14 days, as regulated in the “Withdrawal” section of these Terms of Service. In the event that the models have been shipped, they will be returned once your withdrawal request is processed internally. After this period, the Order can no longer be canceled by the client for free, and from that point, in case of client cancellation, the initial deposit payment will no longer be refundable.

In the case where the client does not request our assembly and cleaning service but sends models that we consider do not meet our requirements as described in the “Assembly and Cleaning” section, and does not opt for the return and purchase of new models detailed in that section, the Proposal will be canceled in all respects with the return of all models received to the origin address, with the initial payment not being refundable as compensation for the costs incurred in reviewing and returning the discarded models.

Notwithstanding the foregoing, we reserve the right to propose a modification of the Proposal in the case of a partial return, i.e., that we can provide Services on one or more models sent, with the rest being returned. In any case, such modification will be subject to your approval; otherwise, the previous paragraph will apply.

WITHDRAWAL

In compliance with the right of withdrawal, all Proposals are subject to a 14-day cancellation period from the formalization of the Contract, after which the Proposal’s validity and the initial deposit payment are no longer refundable. Therefore, if you wish to terminate the Contract after 14 days of acceptance, you will not be able to recover the initial payment.

If you wish to exercise the right of withdrawal, you must notify us in writing at hello@ashenempireminis.com with the subject “Withdrawal Right” indicating your contact details and the reference number of your Proposal.

SHIPPING

We will include any necessary shipping charges associated with your Order within your Proposal.

Unless otherwise stated, we will use “Certified Mail” and “Express Mail” services within Spain when shipping a completed order to a client. For international shipments, we use UPS, Zeleris, and DHL’s “International Tracked & Signed” services.

Our shipping charges are calculated based on weight, package size, the time it takes our warehouse staff to thoroughly review the order and securely pack it for shipment, as well as the destination location.

For more information about our shipping service, please refer to our Services page.

CUSTOMS AND IMPORT CHARGES

If you are receiving your completed Order outside of Spain, please be aware that your shipment may be subject to import duties and taxes, which are levied once the goods reach the destination country. Any charges related to customs clearance must be paid by you. You agree that Ashen Empire Minis has no control over additional charges related to customs clearance. You will be the registered importer and will be responsible for any import fees and duties. Additionally, any charges related to import clearance must be paid by you, the client.

Please note that when shipping goods from Spain, shipments may be subject to opening and inspection by customs authorities. Concerning all goods shipped to you at an address outside of Spain, you are considered the importer of the goods and must comply with all laws and regulations of the country where the goods are delivered.

When shipping a package to Ashen Empire Minis, you, the client, also acknowledge and accept responsibility for any import charges that Ashen Empire Minis must pay for any import-related charges to release your package. If these charges are not covered by you, the charges will not be paid, and your package will remain in customs until customs decide to take the next step regarding the unpaid item, a process over which Ashen Empire Minis has no control.

DELIVERY AND ORDER WAITLIST

The Services requested by the client will be executed and delivered according to the conditions detailed in the Proposal, depending on the scope and complexity of the same.

This period will start from the delivery by the client of the requested information and the receipt of the models subject to the Services if they are not acquired through the Proposal, unless otherwise stated in the Proposal.

This period for the execution of the Services will be suspended as long as such Services cannot be performed or continued due to force majeure, as established in the Terms of Service.

In this sense, once a Proposal has been accepted by the client and the initial payment has been completed, the Order will enter its place in the Ashen Empire Minis waitlist. Each waitlist indicates a period of time that the client might be waiting before physical work begins on their Order. This is not a time frame in which a client can expect their order to be completed.

The waitlist is divided into two categories, and Ashen Empire Minis will decide which waitlist best suits your Order, not the client.

Currently, each waitlist operates with the following times:

Regular project queue - up to 5-6 months. Wait times will be discussed at time of Proposal.
Urgent queue –-1 month

At any time, you can check the status of the Order by emailing ashenempireminis.com or sending a WhatsApp message to the number ***.

During the period when the deposit is paid, but the Order is not yet completed, if the same individual client places a new Order, paying a new deposit, Ashen Empire Minis reserves the right to combine the separate Orders for the purposes of Order completion, waitlist placement, wait times, update emails, and any other part of the process without notifying the client.

Ashen Empire Minis reserves the right to change these waitlists without notifying the client. We also advise that these waitlists are an estimated time, and we reserve the right for an order to take longer before starting if necessary.

GENERAL CONDITIONS

We reserve the right to refuse a Quote to anyone for any reason at any time.

You understand that your content (excluding credit card information) may be transferred unencrypted and involve (a) transmissions over various networks; and (b) changes to conform and adapt to the technical requirements of connecting networks or devices. Credit card information is always encrypted during transfer over networks.

You agree not to reproduce, duplicate, copy, sell, resell, or exploit any part of the Service, use of the Service, or access to the Website or any contact on the Website through which the Service is provided without our express written permission.

The headings used in these Terms of Service are included for convenience only and will not limit or otherwise affect these Terms of Service.

ACCURACY, COMPLETENESS, AND TIMELINESS OF INFORMATION

We are not responsible if information made available on this Website is not accurate, complete, or current. The material on this Website is provided for general information only and should not be relied upon or used as the sole basis for making decisions without consulting primary, more accurate, more complete, or more timely sources of information. Any reliance on the material on this Website is at your own risk.

This Website may contain certain historical information. Historical information, necessarily, is not current and is provided for your reference only. We reserve the right to modify the contents of this Website at any time, but we have no obligation to update any information on our Website. You agree that it is your responsibility to monitor changes on our Website.

MODIFICATIONS TO THE SERVICE AND PRICES

Prices for our products or Services are subject to change without notice.

We reserve the right at any time to modify or discontinue the Service (or any part or content thereof) without notice at any time.

We shall not be liable to you or to any third party for any modification, price change, suspension of the Service that has not yet been formalized in a Contract.

OFFERS AND DISCOUNTS

All discount codes apply to the value of the Order, excluding model and shipping costs, and are subject to our Terms of Service. The discount code must be entered in the Message field on the inquiry page only at the time of the inquiry. Unless otherwise stated, discounts cannot be combined, and only one discount code can be applied per Order. The expiration date of the discount code will always be announced along with the code. We reserve the right to modify or withdraw a discount code at any time.

ACCURACY OF BILLING AND ACCOUNT INFORMATION

We reserve the right to limit or prohibit Orders that, in our sole judgment, appear to be placed by dealers, resellers, or distributors.

You agree to provide current, complete, and accurate purchase and account information for all Orders placed on our Website. You agree to promptly update your account and other information, including your email address and credit card numbers and expiration dates, so that we can complete your transactions and contact you as needed.

OPTIONAL TOOLS

We may provide you with access to third-party tools over which we neither monitor nor have any control nor input.

You acknowledge and agree that we provide access to such tools “as is” and “as available” without any warranties, representations, or conditions of any kind and without any endorsement. We shall have no liability whatsoever arising from or relating to your use of optional third-party tools.

Any use by you of optional tools offered through the Website is entirely at your own risk and discretion, and you should ensure that you are familiar with and approve of the terms on which the tools are provided by the relevant third-party provider(s).

We may also, in the future, offer new services and/or features through the Website (including the release of new tools and resources). Such new features and/or services shall also be subject to these Terms of Service.

THIRD-PARTY LINKS

Certain content, products, and services available via our Service may include materials from third parties linked on the Website.

Third-party links on this Website may direct you to third-party websites that are not affiliated with us. We are not responsible for examining or evaluating the content or accuracy, and we do not warrant and will not have any liability or responsibility for any third-party materials or websites, or for any other materials, products, or services of third parties.

We are not liable for any harm or damages related to the purchase or use of goods, services, resources, content, or any other transactions made in connection with third-party websites. Please review carefully the third-party’s policies and practices and make sure you understand them before you engage in any transaction. Complaints, claims, concerns, or questions regarding third-party products should be directed to the third party.

PERSONAL INFORMATION

Your submission of personal information through our store and contact form is governed by our Privacy Policy. To view our Privacy Policy.

ERRORS, INACCURACIES, AND OMISSIONS

Occasionally there may be information on our Website or in the Service that contains typographical errors, inaccuracies, or omissions that may relate to product descriptions, pricing, promotions, offers, product shipping charges, transit times, and availability. We reserve the right to correct any errors, inaccuracies, or omissions, and to change or update information or cancel orders if any information in the Service or on any related website is inaccurate at any time without prior notice (including after you have submitted your order).

We undertake no obligation to update, amend, or clarify information in the Service or on any related website, including, without limitation, pricing information, except as required by law. No specified update or refresh date applied in the Service or on any related website should be taken to indicate that all information in the Service or on any related website has been modified or updated.

PROHIBITED USES

In addition to other prohibitions as set forth in the Terms of Service, you are prohibited from using the Website or its content: (a) for any unlawful purpose; (b) to solicit others to perform or participate in any unlawful acts; (c) to violate any regulations, rules, laws, or local, international, federal, provincial, or state ordinances; (d) to infringe upon or violate our intellectual property rights or the intellectual property rights of others; (e) to harass, abuse, insult, harm, defame, slander, disparage, intimidate, or discriminate based on gender, sexual orientation, religion, ethnicity, race, age, national origin, or disability; (f) to submit false or misleading information; (g) to upload or transmit viruses or any other type of malicious code that will or may be used in any way that will affect the functionality or operation of the Service or of any related website, other websites, or the Internet; (h) to collect or track the personal information of others; (i) to spam, phish, pharm, pretext, spider, crawl, or scrape; (j) for any obscene or immoral purpose; or (k) to interfere with or circumvent the security features of the Service or any related website, other websites, or the Internet. We reserve the right to terminate your use of the Service or any related website for violating any of the prohibited uses.

DISCLAIMER OF WARRANTIES; LIMITATION OF LIABILITY

We do not guarantee, represent, or warrant that your use of our Services will be uninterrupted, timely, secure, or error-free. We only guarantee that the result of the Services matches the content of the Proposal.

We do not warrant that the results that may be obtained from the use of the Service will be accurate with the photographs, drawings, and/or designs that may appear on the Website, as external elements (such as light, decoration, or camera) may directly influence the displayed result.

You agree that from time to time we may remove access to or operation of the Website for indefinite periods or cancel the Website at any time, without notice to you.

You expressly agree that your use of, or inability to use, the Website is at your sole risk. All products and Services delivered through the Website are (except as expressly stated by us) provided ‘as is’ and ‘as available’ for your use, without any representations, warranties, or conditions of any kind, either express or implied, including all implied warranties or conditions of merchantability, merchantable quality, fitness for a particular purpose, durability, title, and non-infringement, except as detailed in this clause.

You declare, by accepting the Terms of Service, that you have received all the necessary support and information to understand the scope of the Services; that you have verified the adequacy of the Services and the content of the Proposal to your own needs; and that you have all the necessary resources for the correct execution of the Services by us.

Under no circumstances shall we be liable for any inappropriate, harmful, or illegal use you or third parties dependent on or linked to you make of the Services, and our approval, nor that of our artists, will not be presumed in any way with your actions, unless expressly stated otherwise by us.

Our total cumulative liability and that of all persons linked to us, for claims arising from the fulfillment of our contractual obligations, as well as non-contractual liability to the client, will not exceed the total price of the Services and will not include in any case damages arising from lost profits, emergent damage, or any other cost or loss of another nature.

As long as the current regulations allow, Ashen Empire Minis will not be liable to the client for any indirect, incidental, or consequential damages, including lost profits or loss of goodwill, for any reason related to this Contract, regardless of whether such liability arises from contract or tort, except in the case of fraud or malice on our part.

INDEMNIFICATION

You agree to indemnify, defend, and hold harmless Ashen Empire Minis, our affiliates, partners, directors, agents, contractors, licensors, service providers, subcontractors, suppliers, interns, and employees, from any claim or demand, including reasonable attorneys’ fees, made by any third party due to or arising out of your breach of these Terms of Service or the documents they incorporate by reference, or your violation of any law or the rights of a third party.

INTELLECTUAL AND INDUSTRIAL PROPERTY

The intellectual and industrial property of all product designs and models, their descriptions, posters, signage, guides, pamphlets, and trademarks associated with Ashen Empire Minis belong exclusively to Ashen Empire Minis or their legitimate owners whom it represents in this Contract, and their use by the client for purposes other than those indicated in this Contract, as well as their total or partial copying or transfer of use to third parties without prior consent, is expressly prohibited.

FORCE MAJEURE

Except for payments, cases of force majeure, understood as any cause or circumstance beyond the reasonable control of the Parties, including but not limited to strikes, failures in third-party supplies or transport systems, natural disasters, pandemics, riots, labor disputes, sabotage, acts, omissions, or interventions of any type of government or its agencies, suspension of events by third parties, and other causes contemplated in current legislation that prevent the execution of the Contract, in whole or in part, exempt Ashen Empire Minis from all responsibility, and it may consider and declare the Contract terminated with the sole obligation of returning the deposit or the proportional part of the price according to the state of the Services at the time the resolution is made effective.

SEVERABILITY

In the event that any provision of these Terms of Service is determined to be unlawful, void, or unenforceable, such provision shall nonetheless be enforceable to the fullest extent permitted by applicable law, and the unenforceable portion shall be deemed severed from these Terms of Service, such determination shall not affect the validity and enforceability of any other remaining provisions.

TERMINATION

The obligations and liabilities of the Parties incurred prior to the termination date shall survive the termination of this Contract for all purposes.

These Terms of Service are effective unless and until terminated by you or by us, or by the correct completion of the Services. You may terminate these Terms of Service at any time by notifying us that you no longer wish to use our Services.

If in our sole judgment you fail, or we suspect that you have failed, to comply with any term or provision of these Terms of Service, we also may terminate this Contract at any time without notice and you will remain liable for all amounts due up to and including the date of termination; and/or accordingly, we may deny you access to our Services (or any part thereof).

ENTIRE AGREEMENT

The failure of us to exercise or enforce any right or provision of these Terms of Service shall not constitute a waiver of such right or provision.

These Terms of Service and any policies or operating rules posted by us on this Website or in respect to the Service constitute the entire agreement and understanding between you and us and govern your use of the Service, superseding any prior or contemporaneous agreements, communications, and proposals, whether oral or written, between you and us (including, but not limited to, any prior versions of the Terms of Service).

Any ambiguities in the interpretation of these Terms of Service shall not be construed against the drafting party.

GOVERNING LAW AND JURISDICTION

These Terms of Service and any separate agreements whereby we provide you Services shall be governed by and construed in accordance with the laws of the United States of America. The Parties submit to the jurisdiction and competence of the Courts of the client’s place of residence or the place of Service provision.

CHANGES TO TERMS OF SERVICE

You can review the most current version of the Terms of Service at any time on this Website.

We reserve the right, at our sole discretion, to update, change, or replace any part of these Terms of Service by posting updates and changes on our Website. It is your responsibility to check our Website periodically for changes. Your continued use of or access to the Website or the Service following the posting of any changes to these Terms of Service constitutes acceptance of those changes.

CONTACT INFORMATION

Questions about the Terms of Service should be sent to: ashenempireminis.com