Terms & Conditions

These General Terms and Conditions (“Terms”) govern gemmological analysis, testing, reporting, verification, research-related services, publications and associated services supplied under the ICA GemLab name (“Services”).

The contract is between the customer identified in the order, quotation or invoice (“Client”) and the ICA GemLab legal entity named in that document. If no other entity is identified, the contracting entity is ICA GEM LABORATORIES COMPANY LIMITED, Thai company registration ID 0105560179379, Bangkok, Thailand (“ICA GemLab”, “we”, “us” or “our”). A person submitting an item for another person or organisation confirms that they have authority to do so and to accept these Terms on that party’s behalf.

These Terms apply together with the relevant submission form, service description, quotation, fee schedule and order confirmation. In the event of conflict, the order confirmation prevails for commercial details, followed by the quotation or submission form, these Terms and the general website content.

Website descriptions and fee schedules are invitations to request Services and are not binding offers. A contract is formed when ICA GemLab accepts a submission or order in writing, starts the requested work, or issues an invoice or order confirmation, whichever occurs first.

ICA GemLab may decline or suspend a submission where the work is outside its scope, information is incomplete, legal or ethical concerns arise, safe examination is not reasonably possible, or payment or compliance requirements have not been met.

The Client must provide complete and accurate information relevant to the item and requested Services, including known treatment, prior reports, damage, filling, fracture, instability, mounting, provenance concerns and special handling requirements.

The Client warrants that it owns the item or is authorised by its owner; that the item is lawfully possessed, transported, imported and exported; and that the submission does not breach sanctions, anti-money-laundering rules, wildlife or cultural-property restrictions, customs requirements or third-party rights.

The Client is responsible for permits, declarations, duties, taxes, customs formalities and accurate value declarations. ICA GemLab may request evidence of ownership, identity, source, value or import and export compliance and may refuse or report a transaction where required by law.

ICA GemLab performs the accepted Services using the instruments, reference data, professional judgement and scientific methods considered appropriate at the time of examination. Unless expressly included, a Service does not provide a monetary valuation, market price, ownership opinion, legal provenance determination, guarantee of future value, or assurance that an item is suitable for sale, investment, manufacture or a particular use.

ICA GemLab may use qualified employees, affiliated laboratories, specialists or subcontractors where reasonably necessary and remains responsible for selecting them with appropriate care.

Standard examination is intended to be non-destructive or minimally invasive. Cleaning, unmounting, laser inscription, sample removal or another procedure expected to alter the item will only be undertaken where included in the selected Service or separately authorised by the Client. If reliable analysis cannot be completed, ICA GemLab may issue a limited or inconclusive result, recommend additional testing, or return the item without a report. Fees remain payable for work reasonably performed and costs incurred.

A gemmological report records professional findings about the examined item at the time of examination. Findings are based on observable features, analytical results, reference collections, published science and professional judgement.

Gemstone identity, treatment and geographic origin cannot always be determined conclusively. Natural materials may share overlapping characteristics, treatments may be difficult to detect, and reference data and scientific methods evolve. ICA GemLab may decline to state an origin or treatment conclusion, express a qualified conclusion, or revise terminology and conclusions following new information or later re-examination.

The absence of a treatment statement does not necessarily establish that every possible treatment has been excluded. A report must be read as a whole with its notes, limitations and terminology. It applies only to the item examined. Photographs are identification aids and may differ from the item’s appearance because of scale, lighting, display settings or printing. Measurements and weights are subject to the limitations of the relevant method, particularly for mounted items.

A report is an expert opinion, not a warranty, guarantee, valuation, appraisal or promise of commercial outcome. It does not transfer title and does not authenticate the identity or authority of the person presenting it.

The Client should verify a report through ICA GemLab’s official report-verification service where available. A screenshot, scan, photocopy or downloaded representation may be incomplete, outdated, altered or detached from the examined item.

If an item is altered, repaired, recut, repolished, reheated, treated, mounted, unmounted or otherwise changed after examination, the report may no longer describe it accurately. ICA GemLab may correct clerical errors, replace a report, mark a report as superseded or invalid, or request return of an earlier report where necessary to preserve reporting integrity.

Subject to payment in full, the Client receives a limited, non-exclusive and non-transferable right to reproduce an unaltered report solely in connection with the item to which it relates.

A report, report number, verification result, photograph, ICA GemLab name, trademark or logo must not be altered, separated from relevant qualifications, used for a different item, or presented misleadingly. No use may imply that ICA GemLab endorses a seller, transaction, price, investment, auction estimate or commercial claim. ICA GemLab may require correction or removal of inaccurate, deceptive or unauthorised use and may restrict verification access where misuse, fraud or security threats are reasonably suspected.

Fees are based on the fee schedule or quotation applicable when an order is accepted. Final fees may depend on material, weight, complexity, requested analyses, urgency, location and approved additional work. Unless stated otherwise, prices exclude taxes, duties, insurance, transport, customs charges, banking charges and third-party costs.

ICA GemLab may require advance payment or a deposit. Invoices are payable by the stated due date. To the extent permitted by law, ICA GemLab may suspend Services and retain an item until all amounts relating to the submission have been paid. A good-faith invoice query must be raised promptly, and undisputed amounts remain payable when due.

Estimated turnaround begins on the first business day after the item has physically arrived at, passed intake control and been registered by the ICA GemLab main laboratory in Bangkok. The usual estimates are approximately two to five business days for an Identification Report, three to seven business days for Treatment Analysis, five to ten business days for Origin Determination, and three to six weeks for a Monograph or Premium Report.

These timeframes are estimates rather than guaranteed completion dates unless an express service is separately confirmed in writing. Timing may be affected by the item’s condition, mounting, complex or inconclusive findings, additional testing, Client instructions, customs, transport, technical issues, international trade fairs or circumstances outside ICA GemLab’s reasonable control. Express service is subject to prior availability, written confirmation and any applicable additional fee.

The Client may request cancellation before completion. ICA GemLab may charge for analysis already performed, committed third-party costs, administration, transport and return delivery. Completed Services, customised reports and digital publications are non-refundable except where required by law or where ICA GemLab confirms a material service failure. If ICA GemLab cancels for reasons not caused by the Client, prepaid fees for unperformed Services will be refunded, less agreed or unavoidable third-party costs.

Physical gemstones and jewellery are accepted only at the ICA GemLab main laboratory at 919/7–8, 6th Floor, Jewelry Trade Center, Silom Road, Silom Sub-District, Bangrak District, Bangkok 10500, Thailand, and only after the submission has been accepted and routing instructions confirmed. The Dubai, Hong Kong and Taipei client service offices cannot accept, store or forward physical items. A shipment directed to one of those offices may be refused.

The Client must arrange secure, lawful and suitable delivery using a specialist valuables courier capable of providing continuous door-to-door insurance to Bangkok. Ordinary post and standard parcel services must not be used. The Client bears the risk of loss, theft or damage during transport to and from Thailand and must maintain insurance for the item’s full value throughout transit.

Following successful physical intake and registration in Bangkok, laboratory custody is subject to the custody insurance and coverage limit confirmed for the submission. ICA GemLab is not a valuer or insurer, and receipt or recording of a declared value does not constitute a laboratory valuation or an unconditional promise of coverage. Any recovery remains subject to the applicable policy, accepted declared value, exclusions, deductible, evidence requirements and agreed contractual limits.

The Client is responsible for permits, accurate customs declarations, temporary-import and re-export procedures, duties, taxes and charges. Shipping documents must clearly describe the contents as “Commercial Samples for Scientific Testing”. A Carnet ATA is strongly recommended where it is applicable and accepted by the authorities and countries concerned. Charges, penalties, storage fees or delays resulting from inaccurate or incomplete declarations are payable by the Client.

After completion of the accepted Services and payment of the laboratory invoice, ICA GemLab will arrange return from Thailand using a secured valuables courier. Return delivery and related insurance or handling charges will be shown on the invoice. If ICA GemLab arranges a courier, the courier acts as an independent service provider unless mandatory law provides otherwise.

The Client must inspect returned packaging, the item and accompanying documents promptly and notify ICA GemLab in writing of any apparent discrepancy or transport damage without undue delay, preferably within ten business days. This does not limit rights that cannot lawfully be excluded.

Gemstones and jewellery may contain hidden fractures, stress, fillers, coatings, unstable treatments, loose settings or other vulnerabilities. Ordinary handling, cleaning or testing may reveal or aggravate a pre-existing weakness even when reasonable professional care is used. ICA GemLab will use reasonable professional care. The Client accepts risks inherent in an expressly authorised procedure, including cleaning, unmounting, inscription or sampling, provided the procedure is performed with reasonable care.

Questions about a report must be submitted promptly with the report number and supporting information. ICA GemLab may require return of the item and original report before reviewing a conclusion. A confirmed clerical error attributable to ICA GemLab will be corrected without an additional report fee. Re-examination or analysis prompted by a changed item, new facts or later scientific developments may be charged at the applicable rate.

ICA GemLab treats non-public Client identity and submission information as confidential, subject to disclosures required for the Services, professional advice, insurance, legal compliance, fraud prevention or enforcement of these Terms.

ICA GemLab may retain photographs, spectra, measurements, observations and other analytical records to maintain report integrity, operate verification services, conduct quality assurance, prevent fraud and support scientific research. Analytical or photographic material may be used for research, education and reference purposes where the Client and owner are not identified. Identifiable Client information or confidential provenance information will not be published without consent unless disclosure is legally required.

ICA GemLab retains all rights in its methods, databases, reference collections, terminology, report formats, research, photographs and other materials, except for the limited report-use right stated above. The Client retains ownership of the submitted item and information it supplies, subject to the permissions reasonably required to perform the Services and meet legal and scientific-record obligations.

Website content is general information and may change without notice. ICA GemLab does not warrant that the website or verification portal will always be uninterrupted or error-free. Third-party payment, courier, hosting or communication services are governed by their own terms and privacy notices. This does not exclude responsibility that mandatory law places on ICA GemLab.

Nothing in these Terms excludes liability that cannot lawfully be excluded, including liability for fraud, wilful misconduct, gross negligence, death or personal injury where applicable, or mandatory consumer rights.

Subject to the preceding paragraph, ICA GemLab is liable only for direct loss proved to have been caused by its failure to exercise reasonable professional care. It is not liable for indirect, incidental, special, punitive or consequential loss, loss of profit, opportunity or goodwill, market fluctuation, or a transaction entered into in reliance on a report.

To the extent permitted by law, ICA GemLab’s aggregate liability arising from a particular Service will not exceed the fee paid for that Service, except to the extent a covered custody loss is expressly payable under the custody insurance and coverage limit confirmed for the submission. The laboratory fee is not calculated by reference to the item’s actual or potential market value. The Client remains responsible for maintaining appropriate transit insurance. No employee, director, consultant or subcontractor assumes personal liability for a report or Service.

ICA GemLab is not liable for delay or failure caused by events beyond its reasonable control, including natural disaster, fire, flood, epidemic, war, civil disturbance, sanctions, government action, customs delay, carrier failure, power or network failure, cyber incident, equipment failure or interruption of essential supplies. ICA GemLab will take reasonable steps to reduce the effect of such an event.

Personal data is processed under the ICA GemLab Privacy Policy. The Client must ensure that it is authorised to provide personal data concerning owners, representatives, recipients or other individuals.

Unless the relevant order identifies a different governing law for another contracting ICA GemLab entity, these Terms and the contract are governed by the laws of Thailand. The parties will first attempt in good faith to resolve a dispute through written escalation. If it remains unresolved after thirty days, the courts of Bangkok, Thailand have exclusive jurisdiction, subject to any mandatory consumer forum or other non-excludable jurisdiction.

ICA GemLab may update these Terms prospectively. The version in force when an order is accepted applies to that order unless a change is required by law or agreed in writing. If a provision is invalid or unenforceable, it will be applied to the maximum extent permitted and the remaining provisions continue in effect. A failure to enforce a right is not a waiver. The English version controls; translations are for convenience unless mandatory law requires otherwise.

Questions may be sent to ICA GEM LABORATORIES COMPANY LIMITED, Thai company registration ID 0105560179379, 919/7–8, 6th Floor, Jewelry Trade Center, Silom Road, Silom Sub-District, Bangrak District, Bangkok 10500, Thailand; info@icagemlab.com; +66 2 630 0001.