Terms of Service
Last Updated: November 2025
Agreement to Terms
By accessing or using GuardianCryo services, you agree to be bound by these Terms of Service. If you disagree with any part of these terms, you may not access our services.
Services Description
GuardianCryo provides specialized transportation services for cryogenically preserved biological materials, including but not limited to:
- International and domestic hand-carry transport of reproductive cells
- Clinic-to-clinic transfers of frozen embryos, eggs, and sperm
- Laboratory relocation and dewar transport services
- Chain of custody documentation and compliance management
Client Obligations
Documentation Requirements
Clients must provide:
- Signed consent forms from both origin and destination facilities
- Complete and accurate information about biological materials
- Required import/export permits and documentation
- Proof of ownership or authorization for material transfer
- Compliance with all applicable local, state, and federal regulations
Disclosure Obligations
- Accurate description of all biological materials to be transported
- Disclosure of any special handling requirements
- Notification of any regulatory restrictions or considerations
- Timely communication of any changes to transfer plans
Booking and Cancellation Policy
Booking Process
- All transfers must be requested through our official quote request system
- Services are confirmed only upon receipt of signed service agreement and deposit
- Changes to confirmed bookings must be made at least 48 hours in advance
Cancellation Terms
- More than 7 days before transfer: Full refund minus 10% administrative fee
- 3-7 days before transfer: 50% refund
- Less than 3 days before transfer: No refund (non-refundable deposit)
- Day of transfer: Full charges apply
Force Majeure
GuardianCryo is not liable for delays or cancellations caused by circumstances beyond our control, including but not limited to natural disasters, government actions, airline cancellations, or customs delays. In such cases, we will work with clients to reschedule at no additional charge.
Liability and Insurance
Insurance Coverage
GuardianCryo maintains comprehensive cargo and liability insurance for all transfers. Coverage limits are available upon request and specified in individual service agreements.
Limitation of Liability
- Our liability is limited to direct damages caused by our negligence or breach of contract
- We are not liable for consequential, indirect, or punitive damages
- Maximum liability is limited to the declared value of materials or insurance coverage, whichever is lower
- We are not responsible for viability of biological materials post-transfer
- Claims must be filed within 30 days of transfer completion
Client Responsibility
Clients are responsible for ensuring materials are properly prepared, packaged, and suitable for transport. We are not liable for damage resulting from improper preparation or pre-existing conditions.
Regulatory Compliance
All transfers are conducted in accordance with applicable regulations, including:
- IATA DGR: International Air Transport Association Dangerous Goods Regulations
- US DOT: Department of Transportation regulations for domestic shipments
- HIPAA: Health Insurance Portability and Accountability Act for PHI protection
- FDA: Food and Drug Administration requirements for tissue transport
- TSA: Transportation Security Administration protocols
- International: Country-specific import/export regulations and permits
Clients are responsible for compliance with all applicable laws in their jurisdiction. GuardianCryo provides guidance but does not provide legal advice.
Payment Terms
- A 50% deposit is required to confirm booking
- Remaining balance is due 48 hours before scheduled transfer
- Accepted payment methods: credit card, wire transfer, ACH, or check (for established clients)
- Late payments may result in service suspension and additional fees
- All fees are in US Dollars unless otherwise specified
- Prices are subject to change based on fuel surcharges and regulatory requirements
Intellectual Property
All content on the GuardianCryo website, including text, graphics, logos, and software, is the property of GuardianCryo and protected by copyright and trademark laws. You may not:
- Reproduce, distribute, or create derivative works without written permission
- Use our trademarks or service marks without authorization
- Reverse engineer or attempt to extract source code from our systems
- Use automated systems to access our website without permission
Dispute Resolution
Governing Law
These Terms are governed by the laws of the State of Texas, without regard to its conflict of law provisions.
Dispute Resolution Process
- Informal Resolution: Parties agree to first attempt informal resolution through good-faith negotiation
- Mediation: If informal resolution fails, disputes will be submitted to mediation in Dallas, Texas
- Arbitration: Unresolved disputes will be settled by binding arbitration under AAA rules
- Litigation: If arbitration is unavailable, exclusive jurisdiction is in Dallas County, Texas courts
Class Action Waiver
You agree to bring claims only in your individual capacity and not as part of any class or representative action.
Modifications to Terms
We reserve the right to modify these Terms at any time. Changes will be effective immediately upon posting to our website. Your continued use of our services after changes constitutes acceptance of the modified Terms.
For material changes affecting your rights, we will provide notice via email to registered clients at least 30 days before the changes take effect.
Questions About These Terms?
If you have questions about these Terms of Service, please contact us:
