Privacy Policy

 Effective Date: 1 January 2026
Business Name: Woodpeckers Plaques and Crafts, LLC
Website: www.woodpeckerscraft.com
Location: 303 S 15th Avenue, Hopewell, Virginia, United States

1. Introduction

Woodpeckers Plaques and Crafts, LLC (“Company,” “we,” “our,” or “us”) respects your privacy and is committed to protecting it through this Privacy Policy. This policy describes how we collect, use, and safeguard your information when you visit our website, place an order, or interact with our services.

2. Information We Collect

We may collect the following types of information:

-Personal Information

• Name
• Email address
• Phone number
• Billing and shipping address
• Payment information (processed securely through third-party providers)
   

-Order & Customization Information

• Uploaded designs, logos, or artwork
• Engraving or customization details
• Business or organization names
   

-Technical Data

• IP address
• Browser type
• Device information
• Website usage data (cookies, analytics)
   

-How We Use Your Information

• We use the information we collect to:
• Process and fulfill orders
• Communicate about orders, quotes, and customer service
• Customize products to your specifications
• Improve our website and services
• Send updates, promotions, or announcements (if opted in)
• Maintain business records for accounting and legal compliance
   

4. Sharing of Information

We do not sell or rent your personal information.

We may share your information with:

• Payment processors (e.g., Stripe, PayPal)
• Shipping carriers (e.g., USPS, UPS, FedEx)
• Service providers (website hosting, email services)
• Legal authorities, if required by law
   

5. Customer Designs & Intellectual Property

• Customers retain ownership of any designs or artwork submitted (please see Commercial Use & Logo Liability Clause below).
• By submitting designs, you grant us permission to use them solely to complete your order.
• We may use completed product images for portfolio, marketing, or social media, unless you request otherwise in writing.
   

6. Cookies and Tracking Technologies

Our website may use cookies to:

• Improve user experience
• Track website performance
• Analyze traffic and usage patterns
  You can adjust your browser settings to refuse cookies if preferred.

7. Data Security

We implement appropriate security measures to protect your personal information. However, no method of transmission over the internet is 100% secure.

8. Your Rights and Choices

You have the right to:

• Request access to your personal data
• Request corrections or updates
• Request deletion of your data (where legally permitted)
• Opt out of marketing communications

To exercise these rights, contact us at:
alexander@woodpeckerscraft.com

9. Retention of Information

We retain your information only as long as necessary to:

• Fulfill orders
• Comply with legal obligations
• Resolve disputes
   

10. Children’s Privacy

Our services are not directed to individuals under the age of 16. We do not knowingly collect personal information from children.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for their privacy practices.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be posted on this page with a revised effective date.

13. Contact Information

If you have any questions about this Privacy Policy, please contact us:

Woodpeckers Plaques and Crafts, LLC
303 S 15th Avenue, Hopewell, Virginia 23860
Email: alexander@woodpeckerscraft.com
Website: www.woodpeckerscraft.com

 Effective Date: [Insert Date]
Business Name: Woodpeckers Plaques and Crafts, LLC

1. General Agreement

By placing an order with Woodpeckers Plaques and Crafts, LLC (“Company,” “we,” “our”), you agree to the following Terms & Conditions. These apply to all products, services, custom work, and transactions.

2. Orders & Payments

• All orders must be approved before production begins.
• Full payment or a deposit (as determined by the Company) is required prior to production.
• Custom orders are processed only after design approval.
• Personal checks will not be accepted.
• Prices are subject to change without notice.
   

3. Custom Design Approval

• Customers are responsible for reviewing and approving all proofs (designs, spelling, layout, dimensions).
• Once approval is given, Woodpeckers Plaques and Crafts is not responsible for errors (including spelling, grammar, or design choices).
• Any changes after approval may result in additional charges.

4. Set-Up Fees

-Purpose of Set-Up Fees

Set-up fees cover the time, labor, and technical preparation required to transform a customer’s idea, artwork, or logo into a production-ready format. This may include:

• Graphic design or layout work
• Vectorization or file cleanup
• Size adjustments and scaling
• File conversion
• Machine setup (laser, embroidery, sublimation, etc.)
• Test runs or material calibration
   

-When Setup Fees Apply

Setup fees may be charged when:

• Artwork is not print-ready or vector-ready
• A design must be created, recreated, or modified
• Multiple elements need to be arranged or customized
• Specialized production setup is required
• The order involves first-time setup for repeatable jobs
   

-Pricing Structure

Setup fees are based on size, complexity, and time required. 

*Set-up costs for embroidery (includes initial set-up and minor changes made after) are as follows:

• Stole Layout Setup ($20):
  Complete layout of stole design
• Small Setup ($20):
  Designs smaller than 3" (such as hats and small patches)
• Medium Setup ($30):
  Designs between 3" - 5" (such as chest logos and medium patches)
• Large Setup ($50):
  Designs larger than 5"; (such as full chest images, full back images, or large patches)

*Typical ranges for other projects (such as awards, plaques, engraving, sublimation, vinyl, etcetera) include:

• Basic Setup ($10 – $25):
  Minor adjustments, resizing, or simple text layout
• Standard Setup ($25 – $50):
  Moderate edits, logo cleanup, simple vectorization
• Advanced Setup ($50 – $100+):
  Complex artwork, full vector recreation, multi-layer designs, or detailed customization
   

Final pricing will be determined after reviewing the artwork and project requirements.
 

-One-Time vs. Repeat Orders

• Set-up fees are typically one-time charges per design
• Repeat orders using the same approved design and specifications may not incur additional setup fees
• Changes to an existing design may result in new or adjusted setup fees
   

-Customer Approval Requirement

• All designs must be reviewed and approved before production
• Set-up fees cover the design/preparation process regardless of whether the order proceeds to production
   

-Non-Refundable Policy

Set-up fees are non-refundable, as they compensate for time and labor already performed (please see Refund & Return Policy below).

-Ownership of Production Files

• Production-ready files (vector files, digitized embroidery files, etc.) remain the property of Woodpeckers Plaques and Crafts, LLC
• Customers may request files for an additional fee, subject to approval

-Estimates & Transparency

• Customers will be informed of any applicable set-up fees before work begins
• No setup work will begin without customer acknowledgment
   

5. Production & Turnaround Time

• Turnaround times vary depending on order size and complexity.
• Estimated completion times are not guaranteed but will be communicated clearly.
• Rush orders may incur additional fees of $35.00 or 10% (whichever is greater).
   

6. Shipping & Delivery

• We are not responsible for delays caused by shipping carriers.
• Risk of loss transfers to the customer once the product is shipped or picked up.
• Customers must verify shipping information; incorrect addresses may result in additional fees.
   

7. Product Variations

Due to the nature of custom manufacturing (laser engraving, sublimation, wood grain, embroidery, etc.), slight variations may occur in:

• Color
• Material grain
• Placement
• Finish
   

These variations are not considered defects.

8. Limitation of Liability

Woodpeckers Plaques and Crafts, LLC shall not be liable for:

• Indirect, incidental, or consequential damages
• Loss of business, revenue, or profits
• Errors approved by the customer
• Damage to items requiring alteration, whether provided by the customer or the Company (such as embroidery or pocket removal, existing vinyl removal, existing plaque or award changes)

1. Customer Responsibility for Artwork

By submitting any logo, design, image, or text, the customer confirms that:

• They own the rights to the content, OR
• They have permission/license to use it
   

2. Copyright & Trademark Liability

Woodpeckers Plaques and Crafts, LLC is not responsible for:

• Copyright infringement
• Trademark violations
• Unauthorized use of logos, brands, or intellectual property
   

The customer assumes full legal responsibility for all submitted content.

3. Indemnification

The customer agrees to indemnify and hold harmless Woodpeckers Plaques and Crafts, LLC from any claims, damages, or legal actions arising from:

• Use of unauthorized artwork
• Trademark or copyright disputes
• Misuse of logos or branding
   

4. Refusal of Service

We reserve the right to refuse any order that includes:

• Offensive, hateful, or inappropriate content
• Content that may violate intellectual property laws
• Content that conflicts with our business values
   

5. Portfolio & Marketing Use

Unless otherwise requested in writing, we reserve the right to:

• Photograph completed work
• Use images for marketing, social media, and portfolio purposes

1. Custom Orders (IMPORTANT)

Because all custom items are made specifically for each customer:

🚫 ALL CUSTOM SALES ARE FINAL

We do not offer refunds or returns on:

• Personalized items
• Custom engraved or printed products
• Custom logos, plaques, or apparel
   

2. Damaged or Defective Items

We will replace or repair items if:

• The product arrives damaged (not including items provided by the customer)
• There is a manufacturing defect (not including items provided by the customer)
• The Company is at fault
   

-Requirements:

• Must be reported within 3–5 business days of delivery or pickup
• Must include photos and description of the issue
• Item must be unused
   

3. Order Errors

• If the error is on our end → we will fix or replace at no cost
• If the error was approved by the customer → customer assumes responsibility
• Customer is responsible for return shipping unless the error is ours
   

4. Cancellations & Restocking Fees

• Orders may be canceled before production begins
• Once production has started, cancellations are not allowed
• Cancelled orders may be subjected to a restocking fee

-Purpose of Restocking Fees

Restocking fees are applied to cover the time, labor, and costs associated with:

• Inspecting returned items
• Repackaging and restocking inventory
• Processing refunds and administrative handling
   

-Applicability

Restocking fees apply only to eligible non-custom items.

🚫 Custom and personalized items are NOT eligible for return and are not subject to restocking—these remain final sale.

-Restocking Fee Amount

A restocking fee of 25% of the item’s original purchase price will be deducted from the refund amount.
 

5. Non-Returnable Items

The following items are not eligible for return or restocking:

• Custom or personalized products
• Engraved, printed, or embroidered items
• Clearance or final sale items
• Items damaged due to misuse or improper handling
   

6. Return Shipping Costs

• Customers are responsible for all return shipping costs
• Original shipping charges are non-refundable
• If the return is due to an error on our part, we will cover return shipping
   

7. Refund Processing

Refunds will be issued after inspection and approval of the cancelled order or order error.

• Restocking fees, shipping fees, and/or setup fees will be deducted from the total refund
• Refunds are typically processed within 5–10 business days