1. Purpose and scope
This policy governs payment methods, timing of confirmation, handling of failed transactions, reconciliation and refunds for orders placed through the website thecapitalcoffee.com. Conditions on delivery, returns and complaints are regulated in the respective specialized policies.
2. Payment principles
- Customers are shown the sale price and any fees before confirming the order.
- Only the payment methods displayed and active at the checkout step are considered accepted at the time of the transaction.
- The Capital Coffee will not unilaterally collect additional amounts beyond the information confirmed by the customer, except in the case of a valid supplementary agreement.
- A transaction is only considered successfully paid when the system or the payment provider returns a corresponding confirmation status.
3. Methods that may be supported
Depending on the market, order value and configuration at the time of ordering, the website may support one or more of the following methods:
- Cash on delivery (COD), if the area and order qualify.
- Bank transfer according to the information provided in the official procedure.
- International or domestic payment cards through an integrated payment gateway.
- PayPal or other international payment methods when enabled.
- E-wallets or other payment gateways displayed directly at checkout.
Listing a method in this policy does not imply that the method is always available. The actual status at checkout applies to the order.
4. COD payments
For COD, the customer pays the amount confirmed to the delivery agent by the supported payment method. Customers should check the order information and the amount before paying. Inspection of goods is conducted according to the Order Inspection Policy and does not by default permit trial use or opening sealed packaging of food products.
5. Bank transfer
If choosing a bank transfer, customers must only use the account information published by The Capital Coffee in the official procedure. The transfer description should include the order code or identification information as instructed. Orders may be processed after the payment has been recorded or verified.
Customers should not transfer money to accounts sent from unverified sources or change payment information in response to unusual requests.
6. Cards, payment gateways and e-wallets
Card or e-wallet transactions may be processed directly by the bank, card issuer or payment gateway. Authentication, transaction limits, currency conversion and certain provider fees may be subject to their own terms.
The Capital Coffee does not request customers to send bank passwords, PINs, CVV/CVC or OTP codes by phone, email, social media or messages outside the official payment process.
7. Order and payment confirmation
After placing an order, the website may send an acknowledgement or order confirmation. An automatic acknowledgement does not always mean the order has been finally accepted if there remain inventory, payment, customer information verifications or signs of fraud.
If there are changes affecting price, fees or the ability to fulfil the order, The Capital Coffee will notify the customer to choose whether to continue or cancel the part of the transaction that cannot be completed.
8. Failed or pending transactions
Payments may fail or be slow to confirm due to banks, card limits, authentication, network connectivity, payment gateways or technical errors. Customers should not repeat payments multiple times without checking the order status.
If an account has been debited but the website has not recorded the payment, the customer should provide the order code and transaction evidence through the official support channels for reconciliation.
9. Duplicate or incorrect amount transactions
When there are grounds to believe a customer has been charged twice or charged an incorrect amount due to an error by The Capital Coffee or the related payment system, we will cooperate to investigate and make adjustments or refund the difference as appropriate after verification.
10. Order cancellation and refunds
The right to cancel, exchange or return products is determined under the General Terms and Conditions and the Returns and Exchanges Policy. When a refund is approved, The Capital Coffee will initiate the refund using the method appropriate to the original transaction or another method mutually agreed and valid between the parties.
11. Refund timing
After a refund request is approved and sufficient processing information is provided, the actual time for funds to be credited may be approximately 3-15 business days depending on the bank, the card issuer, payment gateway, PayPal or the related method. This is the expected processing time of the payment chain and may vary by provider.
If the law, the rules of the payment method or a specific agreement provide a more favorable deadline for the customer, that provision shall prevail.
12. Bank fees, exchange rates and international transactions
For international payments, banks or providers may apply exchange rates, currency conversion fees or separate transaction fees. Amounts collected by third parties must be distinguished from prices and fees collected by The Capital Coffee. Import taxes, customs fees or obligations in the destination country are handled according to the Shipping Policy and applicable regulations.
13. Fraud prevention and verification rights
To protect customers and the system, The Capital Coffee may require reasonable verification, suspend processing or decline transactions that show unusual signs, use inconsistent information, have been declined, or pose a risk of fraud. Verification must be limited to what is necessary and comply with the Privacy Policy.
14. Protection of payment information
Personal data related to transactions is processed in accordance with the Privacy Policy. Sensitive card data may be processed directly by the payment provider; The Capital Coffee only stores information necessary for confirmation, reconciliation, support, accounting and legal obligations to the extent of the actual system.
15. Invoices and documents
Invoices, receipts or payment confirmations are provided in accordance with legal requirements, the type of transaction and the information provided by the customer. Customers must provide accurate invoicing information within the timeframe or procedural step notified.
16. Payment complaints
When detecting unusual transactions, incorrect or duplicate charges, or delayed refunds, customers should contact The Capital Coffee promptly and provide the order code, transaction time, amount and appropriate evidence. The intake and resolution process is carried out in accordance with the Complaints Resolution Policy.