Terms & Conditions

TERMS & CONDITIONS

WHITE POPPY PRESERVATION

Hey there, we are so grateful for your purchase!

We are truly grateful for the opportunity to preserve your special memories. Our goal is to create a lasting keepsake that you’ll love and cherish forever! We appreciate your patience and understanding throughout this process, as some factors are beyond our control due to the nature of our work. Rest assured, we are fully committed to crafting a beautiful heirloom product for you.

We understand that sending something so precious to someone else can feel daunting, which is why we strive to make everything as clear and transparent as possible. You can trust that we will handle your flowers with care and do everything we can to deliver a final product you’re happy with.

If you have any questions, please don’t hesitate to reach out – we’re here to help!

By making a purchase, you agree to the following terms and conditions. If any concerns arise during the process, please contact us, and we will respond within 48 business hours.

Xoxo,

The White Poppy Team

Overview

I understand that White Poppy (hereafter referred to as WP) is a small business run by real people. I agree to be kind, patient, and understanding, recognizing that this is a delicate process. I trust that WP will do their very best to ensure my satisfaction.

I acknowledge that full payment is required before shipping my flowers to WP.

I understand that flowers will not be pressed between Friday at 5PM and Monday Morning, so I will plan my shipment accordingly.

I acknowledge that WP is closed on all major holidays and that responses to messages will resume once operations resume. Additionally, response times may be delayed over weekends and holidays.

I understand that the preservation process takes approximately 14-16 weeks, and if a repurchase is necessary, the timeline may be extended by an additional 4-6 weeks. *

I recognize that WP provides a guidebook with helpful resources, and I will refer to it first before reaching out to the client relations team with questions.

White Poppy Guide Book found here:

https://info.whitepoppypreservation.com/

*Timelines are subject to change at any time without notice due to the nature of the floral industry

Shipping to White Poppy

I understand that I am responsible for covering the cost of shipping my flowers to and from WP. My flowers remain my responsibility until I receive an email confirmation from WP acknowledging their arrival. WP is not liable for any shipping issues caused by UPS, FedEx, USPS, or any other carrier and cannot provide refunds or replacements for flowers that are lost, stolen or delivered to the wrong address by the shipping company. In the unlikely event that something happens during shipping to WP we encourage a claim be filed against the chosen carrier.

WP is not responsible to inform clients if flowers get lost in transit or never arrive.

I understand that WP will not reimburse any cost related to shipping (if you cancel your order, are unsatisfied with how your blooms were preserved. etc)

I acknowledge that the shipping method I choose is solely my responsibility. WP is not liable for any damage or delays in transit. I understand the importance of carefully reviewing and following WP’s shipping instructions to ensure my flowers arrive safely.

I understand that if I purchased a shipping kit and my flowers did not survive transit, WP is not responsible for a replacement or shipping costs, but I can repurchase flowers from them or cancel my order and get a refund.

I understand that I will receive an email with a form to verify my shipping address. I am responsible for confirming my address before WP ships my completed frame to ensure it is delivered correctly.

I acknowledge that if I do not include the required order information with my shipment, WP may be unable to identify my order, which could result in delays or loss. If I choose to include ribbons, lace, pendants, or any other personal items with my flowers, I understand that WP is not responsible for these items and they may be discarded. I agree to remove them before shipping.

I understand that if I have a special flower, painted leaf, sentimental item, or any specific blooms that WP should be aware of, I will clearly note this on the form included with my order. This will help ensure WP understands their importance in my preservation.

I understand that once WP receives my flowers it could take up to 24 hours to receive an email that the preservation team has received the bouquet. I understand I will be sent a picture of my bouquet once the preservation process begins (which will be within 5 business days of receival) and that WP takes care of all bouquets and keeps them as fresh as possible before pressing.

Bloom Insurance

I understand that Bloom + Shipping Insurance can only be purchased before WP receives shipped or delivered blooms.

I understand that Bloom + Shipping Insurance is NOT REFUNDABLE.

I understand that if I purchased WP Bloom + Shipping Insurance, I am covered for:

Replacement of Damaged Blooms: If your flowers arrive wilted, moldy, or otherwise unsuitable for preservation, our insurance will cover up to $125 of replacement blooms. Our specialists will source identical flowers to replace the ones that were lost.
Preservation Process Protection: In the unlikely event that any blooms brown or perish during the preservation process, our insurance ensures they are replaced at no additional cost.
Lost or Stolen Flowers: If your bouquet is lost or stolen in transit to us, we’ll recreate your arrangement to perfection and ensure you receive your desired keepsake. You will need to provide proof through your tracking number.
Your final product: Our shipping insurance covers up to $200 for repairs to any damage sustained to your pressed frame during transit back to you. This includes cracked glass, bent or loose frames, and any damage or shifting to the preserved flowers. This also includes the costs for new glass, frames, labor, and shipping to return your restored product. In the unlikely event that our shipping carrier loses your frame, we will cover up to $700 to recreate your frame.

I acknowledge that WP Bloom + Shipping Insurance does NOT cover:

Incorrect Shipping: Our insurance only applies if the bouquet is shipped according to our instructions. If someone else is shipping your bouquet for you, please make sure they follow our provided instructions.
Uninsured Bouquets: If Bloom Insurance is not purchased prior to shipping, we cannot cover any damaged or lost blooms. Please contact us to purchase replacement blooms for your order.
Insufficient Blooms: If there are not enough flowers sent to us for your order(s), we cannot provide replacements under the insurance. Please contact us to purchase additional blooms or modify your order.
Shipping Carrier Payment: Our insurance does not cover any payments or issues between you and the shipping carrier you choose, only the replacement of the flowers themselves.

By purchasing this insurance, I grant WP permission to use their own flowers to replace any of mine if necessary.

I confirm that I have read and understand the product terms and conditions, including what is and is not covered.

Purchase insurance here if you haven’t shipped your bouquet yet!

Flower Fill Policy

I understand that it is my responsibility to order the product I want to the best of my ability but that WP is always available to help answer any questions I may have about the size of frame best suited for my floral needs. WP has provided me with these resources to better understand what I can expect.

Frame Sizes:

6x6 → For boutonnieres
8x10 & 11x14 → Best for small bouquets, or bouquets that ship in less than ideal condition
16x20 → MOST POPULAR. Best for standard and larger bouquets
18x24: → Best for larger bouquets or for a statement frame

*A focal flower is the main flower in your bouquet—the one that stands out the most and draws your eye first. Example: In a bouquet of greenery and smaller blooms, a large rose would be the focal flower because it’s the most noticeable and everything else is arranged around it.

Not sure how many flowers fit in a frame? CLICK HERE!

Repurchasing Flowers

I understand that following the provided shipping instructions and sending my bouquet as quickly as possible gives my original flowers the best chance of arriving in good condition for pressing. I acknowledge that WP’s team will do their best to use my flowers as they arrive and will press anything that is preservable.

If my flowers are not in good condition for pressing and I did not purchase insurance, I understand that WP will notify me and offer the option to repurchase flowers if I choose. I acknowledge that repurchasing flowers may cost me an additional $10-$135.

If I choose not to repurchase flowers after WP recommends it, or at any point before I have been sent my first design approval, I understand that some or all of my main focal* or delicate blooms may NOT be included in the final product, which could result in a simpler design.

This decision can be re-made during the design approval process but could affect the overall timeframe for receiving the final process (by 4-10 weeks.)

I acknowledge that repurchasing flowers may extend the delivery timeline, adding 4-6 weeks to the standing 14-16 week process. I understand that that these timelines may be increased at any time for a variety or reasons without notice (ie. quality control, materials, industry standards, etc. )

Dead Flower / No-Order Policy

To ensure we can preserve your flowers in their best condition, we have a specific policy for orders that remain inactive after we receive your blooms. Please review the following terms carefully:

Grace Period After Receiving Flowers

Once we receive your flowers, and if they are received dead, you’ll have a grace period of 5 business days to select a repurchase or recreation option (if applicable.)

No Response Timeline

If your flowers arrive dead, we do not receive a reply or design choice from you within the initial grace period, we will begin a 3-week countdown. After this window, if no communication or payment is received, your flowers may no longer be viable for preservation and your order may be cancelled.

Reminder Schedule

To keep you in the loop, we will send reminders throughout this period:

Week 1: First reminder email
Week 2: Second Reminder Email/Final Warning
Week 3: Final Warning/Cancellation Email & Full Refund

If no action is taken after these reminders, your order will be cancelled and a full refund will be initiated, your flowers will also be discarded. This policy ensures we can maintain quality preservation and clear communication while managing bloom viability. We appreciate your understanding!

Preservation Process

I understand that my flowers may not retain their original color and could fade or become translucent during the preservation process. I acknowledge that WP is not liable for any discoloration, as this is a natural outcome of flower preservation and that WP presses each bloom individually in the manner best suited for the bloom. I also understand that blooms are fragile and that small pieces of my flowers may come off at any point during the process or after my frame has been sent. This is a normal part of the process and WP does everything to prevent it but cannot be liable for petal “specks” in the frame as these are natural flowers subject to age.

I recognize that natural pigmentation changes occur, and colors may be altered due to oxidation and the drying process. I understand that pressing flowers is a delicate process that can take several weeks to complete.

I acknowledge that some flowers may be too thick to fit in a frame. I acknowledge that some flowers may not preserve well/may mold or fall apart at any time during the process. If a particular flower is missing from my final design, I will be understanding and politely inquire if adjustments are possible.

Unless previously agreed upon between WP and client, I understand that WP does not press faux flowers and that any included in a bouquet sent to them will be discarded.

I trust that WP is handling my flowers with care and that I will receive occasional email updates throughout the process. If everything is proceeding smoothly, I understand that WP will only reach out if they have questions, concerns, or updates. Otherwise, I can be at peace knowing that my flowers are in good hands.

Click here to see more in depth info about our process!

Designing Process

I understand that once my flowers come out of the presses, they will enter a design wait queue. I acknowledge that after my frame is designed, it will take a few additional weeks (2-4) to be photographed, framed, and shipped.

I understand that WP requires photos of my bouquet to design my frame. If I do not send these pictures promptly, my delivery time will be delayed. If no photos are sent of my bouquet I understand that WP will take creative liberty in designing my frame and that the results may look different than the original bouquet.

I acknowledge that WP will email me photos of my proposed design, and it is my responsibility to review and request any changes before approving it. Once I approve the design, I understand that I cannot request any additional changes.

I understand that I must submit design feedback through the designated form. If I provide change requests via email, I acknowledge that they will not be seen by the design team and that my design may be subject to automated approval if I do not use the designated form.

I agree to be polite and courteous when requesting design changes, as WP designers work diligently to create a final product that I will love.

I understand that if I do not approve my design within 14 days of receiving the proposal email, WP will proceed with glueing down the design without approval, and NO further changes can be made.

I acknowledge that if I have repurchased flowers and request design changes, my wait time will increase if WP needs to order new flowers for replacements.

Resin Products

I understand that resin products for my designed flowers are handled by an external company, not WP directly. If there are any issues with the resin itself, I will notify WP, and they will work with both me and their outsourcer to resolve the issue.

I understand that WP does not have full control over the resin process and may not be able to provide refunds due to the nature of this process.

I acknowledge that bubbles and layering in the resin are natural and common.

I understand that for resin ornaments, or other small resin pieces, due to the 1-inch thickness, they may not be suitable for thick flowers. Requested flowers are not guaranteed and may not be used. The outsourcer will use professional judgement and has final say.

I am aware that the wait time for resin products is typically 16-20 weeks and I acknowledge that this timeline is subject to change at any point of time for any reason.

I understand that my resin product may not be shipped at the same time as any other products I’ve ordered.

Final Product Receival

I understand that the frame for my designed flowers is wholesaled from an external company and not WP directly. If there are any issues with the frame, I will notify WP, and they will work with both me and their warehouse supplier to resolve the issue.

I acknowledge that the plexiglass on the back side of my frame serves to prevent damage. I understand that plexiglass is essential to ensure the flowers don’t crumble during shipping or shatter if the frame falls. It is also crucial for accommodating thinner flowers and allowing for flexibility in the design.

I understand that if my frame breaks during shipping, or if a petal comes loose or any flowers have shifted, it is NOT WP’s responsibility. If I have not purchased WP Bloom + Shipping Insurance, I acknowledge that WP cannot replace the shattered frame unless I pay for a replacement and the cost of shipping. I recognize that shipping insurance is vital if I’m concerned about potential damage during transit. I understand that flowers are fragile and may naturally shed small pieces during or after the process; while WP takes every precaution, it is not liable for minor petal specks due to the nature of real, aging flowers.

I understand that if I purchased a necklace or resin, it may be shipped separately from the frame due to the different design process involved.

I understand that if I purchased WP Bloom + Shipping Insurance, if any flowers or petals have shifted during shipping or if the frame has broken in any way, WP will send me a shipping label to return the product. I will keep the box and send the frame back promptly so that the issue can be addressed and resolved.

**WP uses a variety of measures to ensure that NOTHING COMES LOOSE DURING SHIPPING; however, WP does not have control over what happens during the shipping process and we encourage you to purchase Bloom + Shipping Insurance if you are worried**

I agree that if I have any issue with the final product, I will contact WP directly. I will be kind and understanding as WP works through the issue and finds the best possible solution.

I understand that if I do not return my frame to WP for repairs, I will not be eligible for a refund or replacement.

I acknowledge that WP’s goal is for me to be happy with my final product. If I am not satisfied, I know I can always reach out to them so we can work together to resolve the issue.

I understand that WP is on my side and is committed to helping me!

After Care

I understand that my flowers may not always retain the same appearance as they did upon first delivery. I acknowledge that flowers naturally fade over time and that some petal breakage may occur. If I wish to preserve their quality, I must keep them in well-ventilated, dry areas and avoid direct sunlight and high humidity. I understand that flowers still may fade even if all after-care directions are followed and that WP is not responsible/required to offer a refund or repurchase. At any time color correction can be purchased and the frame can be sent back to WP to apply it (WP is not responsible for the shipping costs associated with this.)

Refund Policy

I understand that if I place an order and then decide before shipping my flowers to WP that the cost is too high or for any other reason, I can request to cancel my order and will receive a full refund.

I acknowledge that I will not receive a refund for flower discoloration, shipping issues or delays, unapproved frame designs (if WP has not received a response,) small specs in the frame from real petals, or any other factors outside of WP’s control.

I understand that this process requires significant time, expertise, and effort, and that the final cost reflects all aspects of the work involved. I acknowledge that WP cannot offer full refunds after starting my order due to the time-intensive nature of this process.

I understand that once my order is received and pressed that if I decide to cancel for reasons of discoloration, not enough flowers, no downsize available, etc. WP cannot offer a full refund but can offer up to an 80% refund.

I understand that if I cancel my order for the reasons listed above once my flowers are in the presses and in the middle of the preservation process, WP cannot offer more than a 60% refund.

I understand that if I cancel my order for the reasons listed above once my flowers have been designed (either in resin, a necklace, or a frame) that WP cannot offer more than a 40% refund.

I understand that if I cancel my order at ANY point AFTER the first design approval has been submitted by a WP designer that WP cannot offer a refund greater than up to 20%.

I understand that once my florals have completed the full preservation process, all designs and revisions have been approved (either by me or automatically due to delayed response), and my order has been shipped, I may be eligible for up to a 20% refund if I am unsatisfied. I also understand that I am responsible for the cost of shipping the product back to White Poppy in order to receive this refund.

I understand that White Poppy will not issue refunds for any designs that were automatically approved due to lack of timely response.

I understand that, in unique circumstances, White Poppy reserves the right to cancel an order at any time due to lack of communication and/or cooperation. In this case, I may choose to have my product returned by covering return shipping costs, and I will receive a 50% refund once the product has been received by White Poppy.

I acknowledge that if I purchase a WP warranty prior to receiving my final product, I am eligible for coverage of repairs to the frame, glass, or preserved flowers (including color correction) for up to one (1) year from the date of delivery (or another specified coverage period depending on the product).

I understand that WP is not liable for damage to the frame or product over its lifetime. WP will preserve my florals to the best of its ability and expertise; however, natural changes may occur over time. I agree that if any issues arise and I am unsatisfied, I may contact WP to arrange repairs, and I will be responsible for all associated costs, including shipping.

WP does its best to find vendors that uphold their same level of quality, if a product is not to a customer's liking they can let WP know. I understand that due to the outsourcing nature of this product that WP does not have complete control and may not be able to issue a full refund.

I understand that all pre-made WP products are final sale.

I acknowledge that refunds and returns on other WP products (external to other vendors and pressed frames) are taken on a case-by-case basis and that the same policies above may apply.