Pre-Order Policy

Pre-Order & Import Protocol

Entropica operates on a synchronized import cycle. To guarantee the fidelity of your coffee, we do not warehouse inventory. Instead, we open specific Allocation Windows. When you pre-order, you are reserving a specific lot that is roasted to order, air-freighted to our Cincinnati lab, and dispatched immediately.

1. Consumer-Only Allocation

Entropica is a direct-to-consumer service. We strictly prohibit the purchase of our products for unauthorized resale or commercial distribution.

  • Volume Limits: Orders exceeding 5kg or 20 units are flagged for review.
  • Right of Refusal: We reserve the right to cancel any order we suspect violates this policy. Note: Shipping to a business address for personal consumption is permitted.

2. The Timeline

Our sourcing process follows a strict chronological protocol:

  • Phase 1: Allocation Window. You secure your pre-order.
  • Phase 2: The Lock. Upon the window’s close, orders are finalized, funds are committed to our partners, and the production cycle begins.
  • Phase 3: Roast & Transit. The coffee is roasted fresh in Europe and air-freighted to the US (approx. 3–5 business days).
  • Phase 4: Dispatch. Upon arrival at Entropica HQ, orders are inspected and shipped within 24 hours.

Address Changes: You must request address changes prior to the issuance of a shipping label. Once a label is generated in Phase 4, rerouting is not possible. Please ensure your address is valid for at least 21 days from the order date.

3. Combined Order Logic

To minimize carbon footprint, we default to a single shipment per order. If your cart contains both "In-Stock" and "Pre-Order" items, the entire order will ship once the Pre-Order arrives. If you require immediate delivery of in-stock items, please place two separate orders.

4. Cancellation & Stock Integrity

Because we source limited micro-lots, global inventory is fluid. A pre-order is a prioritized request, subject to the roaster's real-time yield.

The "Stock-Out" Protocol: If a specific coffee sells out at the source before the window closes, we will trigger the Entropica Recovery Protocol. You will be offered one of the following:

  1. Full Refund: Immediate 100% refund.
  2. Strategic Swap: Exchange for a coffee of equal or greater value.
  3. Restock Hold: Priority allocation on the next batch.

Cancellation Policy:

  • Before Order Lock: Cancellations are free and fully refundable.
  • After Order Lock: Cancellations incurred after Phase 2 begins are subject to a 10% administrative fee. You acknowledge that this fee is not a penalty, but a reasonable estimate of non-recoverable transaction fees, currency exchange costs, and administrative labor incurred by Entropica to secure your allocation.

5. Packaging & Zero-Interference

We adhere to a strict Zero-Interference Protocol. We act as a logistics facilitator to deliver the roaster’s work of art exactly as intended.

  • Original Seal: We never open, vacuum-seal, or re-package the coffee. You receive the bag as sealed in Europe.
  • Subjective Quality: We guarantee the physical integrity and authenticity of the product. We do not offer refunds or returns based on personal palate preference or flavor profile expectations once the seal is broken.

6. Shipping, Risk of Loss, & Damages

Transfer of Risk: All purchases are made pursuant to a shipment contract. The risk of loss and title for such items pass to you upon our delivery to the carrier. Entropica is not liable for lost or stolen packages once the carrier marks the shipment as "Delivered."

Compromised Seal Protocol: If your order arrives with a compromised seal or damage exposing the coffee to oxygen:

  1. Report: Email trent@entropicacoffee.com within 72 hours of delivery with a photo of the damage.
  2. Resolution: We will immediately verify the damage. If stock permits, we will expedite a replacement. If the allocation is exhausted, we will issue a full refund or store credit.

7. Freshness & Variance Disclaimer

"Roast Dates" are determined by the partner roaster’s production schedule. While we coordinate for peak freshness, slight variations (up to 7 days) may occur due to batch sizing. Entropica guarantees the coffee has not been warehoused in the US prior to your allocation window.

8. Force Majeure

Entropica Coffee Co. shall not be liable for delays or failure in performance caused by circumstances beyond our reasonable control, including but not limited to: acts of God, customs clearance holds, severe weather, or international logistics disruptions. In such events, the delivery window will be extended by a period equal to the delay.

9. Governing Law

These Terms shall be governed by the laws of the State of Ohio. Any legal action arising under this Protocol shall be brought exclusively in the federal or state courts located in Hamilton County, Ohio.