Dispute Resolution
Dispute Resolution & Arbitration Clause
This page explains, in plain language, exactly what happens if something ever goes wrong with an order from Polar Hair Co Inc: how we resolve it together first, how binding arbitration works if we can’t, when small claims court remains available to you, and the rights you keep no matter what.
Quick navigation
- 01Our commitment to fair resolution
- 02Step one — informal resolution
- 03Governing law
- 04Binding arbitration agreement
- 05Your right to opt out
- 06Small claims court reservation
- 07Class action & jury trial waiver
- 08Arbitration costs & fees
- 09Exceptions to arbitration
- 10Severability & changes
- 11Contact & company information
Our commitment to fair resolution
Polar Hair Co Inc sells one product — Instant Dye Shampoo — directly to customers across the United States, and we would rather fix a problem with your order than argue about it. This clause sets out, in order, exactly how a disagreement between you and Polar Hair Co Inc gets resolved: a direct conversation first, then, only if that doesn’t work, a structured and neutral arbitration process instead of a courtroom. It also spells out the situations where you can still go to small claims court, and the consumer protections you keep regardless of how a dispute is resolved.
Written for one product, one company
This is not a boilerplate clause copied from another store. It is written specifically for orders of Instant Dye Shampoo placed through polarhairofficial.com, sold and shipped by Polar Hair Co Inc, an entity registered with the Texas Secretary of State.
Nothing here removes your consumer rights
This clause does not limit any right or remedy that federal or state consumer protection law says cannot be limited by agreement. It only changes where and how most disputes are heard.
Step one: talk to us first
Almost every order issue we’ve ever seen — a shade concern, a shipping delay, a question about the 30-day money-back guarantee — gets solved in a single email exchange. Before either of us starts a formal arbitration proceeding, we both agree to try this three-step path.
Contact our support team
Email help@polarhairofficial.com or call +1 302-567-1008 describing your order number, the issue, and the outcome you’re looking for.
60-day good-faith window
We will respond and work with you in good faith for at least 60 days from your first message before either party may begin arbitration or file suit over the same dispute.
Escalate only if unresolved
If we genuinely cannot agree after that window, either of us may proceed to binding arbitration as described below, or to small claims court where eligible.
Why this step exists: Requiring a real attempt at informal resolution before arbitration protects you from unnecessary cost and delay, and protects us from disputes that were really just a mispacked box or a shipping delay. Neither party may skip this step to gain a procedural advantage.
Which law applies to your order
Texas state law
Your purchase, this clause, and our Terms of Service are governed by the laws of the State of Texas, without regard to its conflict-of-laws principles, because Polar Hair Co Inc is registered and headquartered in Houston, Texas.
Federal Arbitration Act
The arbitration agreement in Section 04 below is governed by the Federal Arbitration Act (9 U.S.C. §§ 1–16), which applies because our transactions involve interstate commerce, regardless of which U.S. state you order from.
Nothing in this section overrides a mandatory consumer-protection law of the state where you live if that law cannot be waived by agreement under applicable federal law.
How binding arbitration works
If a dispute about an order, this website, or our products isn’t resolved informally under Section 02, you and Polar Hair Co Inc each agree that it will be resolved by binding, individual arbitration rather than in court — except where Sections 06 (small claims) or 09 (exceptions) apply.
What is covered
Any dispute, claim, or controversy arising out of or relating to an order placed on polarhairofficial.com, your use of the website, Instant Dye Shampoo itself, or this clause, whether based in contract, warranty, tort, statute, or any other legal theory.
Administering body and rules
Arbitration is administered by the American Arbitration Association (“AAA”) under its Consumer Arbitration Rules, which are designed specifically for disputes between businesses and individual consumers. Current rules and forms are available at adr.org.
Starting an arbitration
Either party starts arbitration by filing a claim with the AAA and sending written notice to the other party. Notice to us should go to Polar Hair Co Inc at the mailing address in Section 11, marked “Arbitration Notice.”
Location and format
For claims that qualify, the arbitration may be conducted by telephone, videoconference, based on written submissions, or in person in the county where you reside, or in Harris County, Texas, at the choice of the party who did not request in-person proceedings, consistent with AAA Consumer Arbitration Rules.
The arbitrator’s authority
The arbitrator, not a court, decides all issues relating to the dispute, including its scope and enforceability, and may award any relief an individual court could award, including money damages and injunctive relief specific to that individual’s claim.
Written decision
The arbitrator will issue a written decision stating the essential findings and conclusions on which the award is based. That decision is final and binding, subject only to the limited review available under the Federal Arbitration Act.
You can opt out of arbitration entirely
Agreeing to arbitration is not a condition of ordering from us, and you are never locked in without a way out. If you do not want this arbitration agreement to apply to you, you may opt out.
- Send written notice within 30 days of your first order date, or within 30 days of the date this clause first applies to you, whichever is later.
- Email help@polarhairofficial.com with the subject line “Arbitration Opt-Out,” including your full name, order number, and a clear statement that you decline to arbitrate.
- Opting out only affects the arbitration agreement in Section 04. Every other part of this page, and our other policies, continues to apply to you.
- If you opt out, disputes are instead resolved in the state or federal courts located in Harris County, Texas, and both parties consent to the personal jurisdiction of those courts, subject to Section 06 for small claims.
Small claims court remains an option
You keep this option
Instead of arbitration, either you or Polar Hair Co Inc may bring an individual claim in the small claims court of the county where you reside, or where Polar Hair Co Inc is headquartered, provided the claim qualifies for that court under its monetary limits and procedural rules.
No lawyers required
Small claims court is designed for individuals to represent themselves without an attorney, and choosing this route does not require you to first initiate arbitration. It exists alongside arbitration, not instead of the informal-resolution step in Section 02.
How this works in practice: If your claim is within your local small claims court’s dollar limit — these limits are set by state law and vary depending on where you live — you may file there at any time after completing the good-faith discussion required in Section 02, without needing our agreement and without needing to arbitrate first.
Class action & jury trial waiver
Both you and Polar Hair Co Inc agree that any arbitration or, if you validly opt out under Section 05, any court proceeding, will be conducted only on an individual basis.
No class actions
Neither party may bring a claim as a plaintiff or class member in any purported class, collective, consolidated, or representative proceeding, unless both parties specifically agree to it in writing after a dispute arises.
No jury trial in arbitration
Arbitration replaces the right to a trial by jury. If you have not opted out, you and Polar Hair Co Inc are each giving up the right to a jury trial for claims covered by Section 04.
What happens if this is unenforceable
If a court finds this class-action waiver unenforceable for a particular claim, that claim, and only that claim, will proceed in court rather than in arbitration, while the rest of this clause stays in effect.
Arbitration costs and fees
Filing fees
For consumer claims, the AAA Consumer Arbitration Rules cap the filing fee a consumer pays, with Polar Hair Co Inc responsible for the balance of the AAA’s filing fee and for the arbitrator’s and administrative fees, consistent with those rules.
When we cover more
If the AAA determines your claim is not frivolous, we will pay all AAA filing, administrative, and arbitrator fees for claims up to $10,000, so cost is never a reason you can’t be heard.
Attorneys’ fees
Each party ordinarily bears its own attorneys’ fees and costs, except where a statute governing your claim entitles the prevailing party to recover them, or where the arbitrator awards fees under the applicable AAA rules.
Exceptions to arbitration
A small number of matters are never required to go through arbitration, because forcing them into arbitration would not serve either party fairly.
Intellectual property
Claims that our trademarks, product photography, or website content have been infringed, or vice versa, may be brought in court by either party seeking injunctive relief.
Small claims matters
As described in Section 06, qualifying individual claims may proceed in small claims court instead of arbitration.
Regulatory & agency rights
Nothing here limits your right to file a complaint with the Federal Trade Commission, your state Attorney General, the Texas Secretary of State, or any other government agency, or to participate in an investigation those agencies conduct on their own behalf.
Severability and future changes
Severability
If any part of this clause, other than the class-action waiver addressed in Section 07, is found unenforceable, the remaining parts stay in full force, and the unenforceable part will be interpreted to reflect the parties’ original intent as closely as legally possible.
Changes to this clause
We may update this page as our business or the law changes. Material changes apply only to disputes arising after the updated version is posted, and each version shows the effective date at the top and bottom of the page. Continuing to order from us after an update means you accept the current version, unless you validly opt out under Section 05.
This page works together with, and does not replace, our Terms of Service, Privacy Policy, and Return & Refund Policy. If a genuine conflict exists between this clause and another policy specifically on how disputes are resolved, this page controls.
Contact & company information
Every notice under this clause — informal resolution, arbitration notice, or an opt-out — should reach us through one of these channels.
| Monday – Friday | 10:00 AM – 6:00 PM |
| Saturday – Sunday | Closed |
All of our policies, in one place
Last updated and effective: July 22, 2026 — Polar Hair Co Inc, 17350 State Hwy 249, Ste 220 #35408, Houston, TX 77064, USA. Texas SOS File No. 806556168.
