2.1. Legal Constitution & Entity Status

• Partnership Firm: NIRBHAY GLOBAL TRADING COMPANY is legally constituted as a Partnership firm. All statutory registrations and tax filings are linked to the seperate Permanent Account Number (PAN) of the Company.
• Liability: All the Partners bears full responsibility for the liabilities and obligations of the firm.
• Authorized Signatory:All the signatory powers were issued to the Founder by all partners, for all authorized signatures for banking transactions, government filings, and legal contracts.

2.2. Mandatory Government Registrations

• MSME / Udyam Registration: The firm is registered under the Micro, Small and Medium Enterprises Development (MSMED) Act, 2006. This registration is maintained to avail priority sector lending benefits and protection against delayed payments from buyers.
• Shops & Establishment Act: All operational premises (Offices and Warehouses) are registered under the respective state's Shops and Establishment Act, complying with local labor laws regarding working hours and holidays.
• GST Registration: The firm maintains an active GSTIN. Returns (GSTR-1, GSTR-3B) are filed monthly/quarterly in strict accordance with the CGST/SGST Acts.
• Import Export Code (IEC): A valid IEC issued by the DGFT (Directorate General of Foreign Trade) is maintained for all cross-border trade.

2.3. Operational Compliance

• Display of Signage: As per GST and Shop Act mandates, a signboard displaying the Firm Name, GSTIN, and Registered Address is prominently displayed at the main entrance of the principal place of business and all additional places of business (warehouses).
• Books of Accounts: The firm maintains physical and digital books of accounts (Sales, Purchase, Stock Registers, Cash Book) at the registered office for a minimum period of 6 years as required by the Income Tax Act.
• Audit Compliance: Since the firm deals in international trade, accounts are audited annually by a Chartered Accountant to comply with Tax Audit regulations (Form 3CD) and GST Audit requirements.

2.4. Product & Trade Licenses

• FSSAI Central License: Valid license held for Export and Merchant Exporting of food products.
• EPC Memberships (RCMC): Active memberships maintained with:
  • APEDA (Rice, Millets, Fresh Produce)
  • Spices Board (Spices)
  • SHEFEXIL (Herbs)
  • Coconut Development Board (Coconut products)
• Legal Metrology: All pre-packaged commodities for domestic sale comply with MRP, Net Weight, and Consumer Care labeling norms.

4.1. Supplier Verification & Selection

• KYC Mandate: All suppliers (farmers, millers, aggregators) must provide valid KYC documents, including Aadhaar/PAN, GST Registration (if applicable), and Bank details.
• Site Audits: A physical inspection of the supplier's facility (farm or processing unit) is mandatory before onboarding to verify hygiene standards and storage capacity.
• Traceability: We prioritize suppliers who can demonstrate full traceability from farm to fork, especially for organic millets and spices.

4.2. Procurement & Processing Workflow

• Raw Material Check: Initial visual inspection at the Mandi/Farm gate for moisture, foreign matter, and infestation before procurement.
• Sorting and Grading:
  • Machine Cleaned: All grains and pulses must undergo machine cleaning to remove stones and dust.
  • Sortex Quality: For premium export orders (Rice, Millets), goods must be Color Sortexed to ensure uniformity in grain size and color.
  • Manual Grading: For delicate items like Makhana and whole Spices, manual grading is employed to preserve physical integrity.

4.3. Lab Testing & EPC Role

• Export Promotion Councils (EPC): We strictly follow the quality standards laid down by:
  • APEDA: For Rice, Maize, Millets, and Fresh Produce.
  • Spices Board India: For all spice exports (mandatory cleared sample reports).
  • Coconut Development Board: For coconut-based products.
  • SHEFEXIL: For Guar Gum and herbs.
• Testing Protocol:
  • Every export batch must be sampled by an authorized surveyor (e.g., SGS, Geo-Chem).
  • Mandatory tests: Aflatoxin, Salmonella (for spices), Pesticide Residue, and Moisture content.

4.4. Safety of Goods During Transit

• Container Hygiene: Containers must be inspected using a "7-Point Check" (floor, walls, ceiling, doors, seals) to ensure they are hole-free, dry, and odorless.
• Moisture Control: Industrial-grade desiccants (Silica Gel/Calcium Chloride poles) must be hung in containers to prevent "Container Rain" and mold growth during sea voyages.
• Security Seals: High-security Bolt Seals must be applied immediately after stuffing. The seal number must be photographed and recorded on the Bill of Lading.

5.1. Agricultural Commodities (Food Safety)

• Sourcing: Products like millets, pulses, rice, and flour must be sourced from certified farmers or aggregators who adhere to Good Agricultural Practices (GAP).
• Phytosanitary Compliance: For export orders, all agricultural products must be inspected and accompanied by a Phytosanitary Certificate to ensure they are pest-free.

5.2. Eco-Friendly and Non-Food Products

• Biodegradability: Bagasse plates and Areca palm leaf dinnerware must be verified 100% chemical-free and compostable.
• Safety: Candles and Agarbatti must meet safety standards regarding flammability and non-toxic ingredients.
• Packaging: Export packaging for these items must be moisture-proof to prevent fungal growth during ocean freight.

7.1. Authorized Intake Channels

• Official Sources: Inquiries are considered valid only if received through:
  • Official company email addresses (e.g., info@nirbhayglobal..., sales@nirbhayglobal...).
  • Contact forms submitted via the company’s official website.
  • Verified company profiles on B2B portals (e.g., IndiaMart, Alibaba, Go4WorldBusiness).
  • Official company WhatsApp Business accounts designated for sales.
• Social Media Protocol: Inquiries received via personal social media profiles (Facebook, LinkedIn, Instagram) of employees must be immediately redirected to the official email for proper logging and tracking. No commercial pricing is to be shared on social media comments or DMs.

7.2. Response Service Level Agreement (SLA)

• Acknowledgement: All legitimate inquiries must receive a "Receipt Acknowledgement" email within 24 working hours.
• Detailed Quotation: For inquiries containing full specifications (Quantity, Destination, Packing), a formal Soft Offer or Price Indication must be sent within 48 hours.
• Delay Notification: If market prices are volatile or freight rates are pending, the potential buyer must be informed of the delay within the initial 24-hour window.

7.3. Lead Qualification (The "3-Check" Rule)

To ensure efficient use of resources, all incoming leads must pass the "3-Check" qualification before a formal quotation is issued:

1. Credibility Check:
   • Does the buyer communicate via a corporate email or a free domain?
   • Policy: Free domain inquiries are treated as "Low Priority" unless accompanied by a verified phone number and company website.
2. Specificity Check:
   • Vague: "Send me your full price list" -> Action: Send general product brochure only.
   • Specific: "Need 20ft container of Turmeric Finger 5% Curcumin to Rotterdam" -> Action: Send specific quotation.
3. Feasibility Check:
   • Is the destination country under sanctions?
   • Does the requested volume meet our Minimum Order Quantity (MOQ)?

7.4. Corporate & Government Inquiries

• Tenders: Inquiries related to government tenders or large corporate procurement must be immediately escalated to the Proprietor.
• Confidentiality: Non-Disclosure Agreements (NDAs) requested by corporate buyers must be reviewed by the legal team before signing.
• Formal Representation: Only the Proprietor or Senior Export Managers are authorized to represent the company in video conferences or site visits for institutional buyers.

7.5. Rejection Criteria

Inquiries falling under the following categories will be marked as "Spam" or "Rejected" and filed without response:

• Unsolicited marketing offers (SEO services, web development).
• Requests for money transfers or investment schemes (Phishing).
• Inquiries originating from trade-embargoed nations where export is legally prohibited.

8.1. Buyer Due Diligence (KYC)

• Verification Documents: Before accepting a Proforma Invoice, new buyers must submit:
  • Company Registration Certificate.
  • Tax Identification Number (VAT/Tax ID).
  • Bank Reference Letter confirming financial standing.
• Credit Analysis: For orders exceeding USD 50,000 on non-LC terms, a credit report from Dun & Bradstreet (D&B) or ECGC buyer check is mandatory.
• Genuineness Check: Domain verification of buyer emails and verification of landline numbers.

8.2. Country & Continent Risk Policy

• Sanctions Compliance: No trade shall be conducted with entities or countries on the "Prohibited List" of the Directorate General of Foreign Trade (DGFT), Government of India.
• Exceptions for UN/OFAC Sanctions: In cases where a country is sanctioned by the USA (OFAC) or EU but maintains friendly bilateral trade relations with India (e.g., Russia, Iran), trade will be conducted only if explicitly authorized by the Government of India and banking channels are open.
• High-Risk Geographies: Exports to high-risk political zones (as categorized by ECGC) will only be processed against 100% Advance Payment.

8.3. Piracy & Intellectual Property (IP)

• Brand Protection: We strictly prohibit the export of counterfeit goods. If a buyer requests "Private Label" or "OEM" packing, they must provide a legal "Brand Authorization Letter" or Trademark Certificate proving ownership of the brand.
• Design Rights: We respect the IP of our eco-friendly products. Designs of Areca/Bagasse molds owned by Nirbhay Global shall not be shared with other suppliers.

8.4. Trade Violations & AML

• Anti-Money Laundering (AML): We do not accept third-party payments. Payments must originate from the bank account of the contracted buyer entity only.
• Invoice Integrity: Requests for "Under-Invoicing" to save import duty or "Over-Invoicing" for illicit transfers are strictly rejected. All documents must reflect the true commercial value of the transaction.

10.1. INR Trade Mechanism (Rupee Payment System)

• Applicability: For trade with countries where USD/EUR transactions are restricted or difficult (e.g., Russia, Iran), the company will utilize the Special Rupee Vostro Account (SRVA) mechanism.
• Legal Basis: All such trade shall be conducted strictly in accordance with RBI Circular No. 10 (July 11, 2022).
• Invoicing: Commercial Invoices for such exports will be raised in Indian Rupees (INR).
• Banking: Transactions must be routed only through Authorized Dealer (AD) Banks in India that have specific RBI approval to operate SRVAs for the partner country.

10.2. Trade with Sanctioned Jurisdictions

• Government of India Supremacy: Nirbhay Global Trading Company adheres primarily to sanctions imposed by the United Nations (UN) and the Government of India.
• Prohibited Entities: No trade will be conducted with individuals or entities listed on the UN Security Council Consolidated List.
• Dual-Use Goods (SCOMET): Strict due diligence will be performed to ensure no exported agricultural or eco-friendly product is misclassified. We strictly adhere to the SCOMET list.

10.3. Documentation for Special Currency Trade

• Bank Realization Certificate (BRC): We ensure that the Electronic Bank Realization Certificate (e-BRC) is generated for INR exports.
• GST Refunds: Exports invoiced in INR under this mechanism are eligible for "Zero-Rated" supply status for GST refunds.

11.1. Transportation and Port Handling

• Inland Transportation: Vehicles must be clean, dry, and odorless. For sensitive cargo, vehicles must be fully closed. GPS tracking is mandatory.
• Port Handling & CHA: Only government-authorized Custom House Agents (CHA) shall be appointed. A company representative must supervise the "Stuffing" of cargo.

11.2. Shipping Line Protocols

• Line Selection: Priority is given to direct shipping lines with minimal transit times.
• Transshipment: Discouraged; allowed only if explicitly approved.
• Partial Shipments: Allowed only if mutually agreed upon in the PO/LC.

11.3. Insurance Policies

• Marine Insurance: All CIF shipments covered by Institute Cargo Clauses (A) - "All Risk".
• ECGC Cover: Mandatory for DA/DP or Open Account terms.
• General Insurance: Warehouse coverage against fire/theft.

11.4. Country & Continent Specific Compliance

• EU: Strict MRL compliance.
• USA: FDA registration/Prior Notice.
• Australia/NZ: ISPM-15 fumigation mandatory.
• Gulf: Halal certification where applicable.

11.5. Extensive Marine Insurance Claim Facilitation

• Dedicated Claims Coordinator: A specific member of our logistics team is assigned to assist the buyer.
• Document Acceleration: We provide necessary documents within 12 hours.
• Surveyor Coordination: We assist in identifying and appointing approved surveyors.
• Liaison with Underwriters: We act as the bridge between the buyer and Indian Insurance Companies for CIF shipments.
• Subrogation Support: We proactively sign "Letters of Subrogation" if required.

12.1. Approved Banking Partners

• "A-Listed" Banks Only: Irrevocable LCs from top-tier global banks or top nationalized banks in the buyer's country.
• Restricted Entities: Rejection of LCs from sanctioned/defaulting banks.

12.2. Draft & Issuance Protocol

• Draft Review: Draft LC must be approved by finance team before issuance.
• Operative Instrument: Production starts only after receipt of operative SWIFT MT700.

12.3. Fees and Charges

• Standard Division: Applicant pays charges outside India; Beneficiary pays inside India.
• Reimbursement: Buyer pays reimbursement charges.

12.4. Amendments

• Buyer-Initiated: Buyer pays amendment charges.
• Seller-Initiated: Seller pays amendment charges.

12.5. Discrepancies and Document Negotiation

• Zero Discrepancy Policy: Strict UCP 600 adherence.
• Standard Negotiable Document List: Invoice, Packing List, BL, COO, Phyto, Insurance, Fumigation, Quality Cert.

14.1. Buyer's Rights

• Right to Information: Accurate product specs and certificates.
• Right to Inspection: Appoint independent surveyor (SGS/Bureau Veritas) at Port of Loading.
• Right to Data Privacy: Confidentiality of proprietary data.
• Right to Reject: If goods do not materially correspond to agreed specifications.

14.2. Nirbhay Global Trading Company's Rights

• Right to Payment Security: Withhold shipment if payment terms are not met.
• Right to Lien: Exercise lien on goods for outstanding dues.
• Right to Force Majeure: Not liable for failure due to Acts of God, war, etc.
• Right to Refuse Service: In cases of abusive behavior, AML suspicion, or illegal demands.

14.3. Dispute Resolution

1. Amicable Settlement: 15-day cooling-off period for negotiation.
2. Arbitration: Under Indian Arbitration Act, 1996. Venue: Rajkot. Language: English.
3. Legal Jurisdiction: Courts in Rajkot, Gujarat, India.

15.1. Scope

Extends to Buyers, Legal Entities, Governments, and Trade Bodies.

15.2. Regulatory & Market Advisory

• Policy Alerts: Proactive info on Indian export policy changes.
• Crop Reports: Seasonal intelligence on sowing and harvest.

15.3. Logistical Support for Visits

• Business Visa Assistance: Official Letters of Invitation.
• Factory Tours: Guided tours of facilities.

15.4. Operational & Technical Consultancy

• Product handling training.
• Private label consultation.

15.5. Crisis Management Support

Supply chain disruption management and emergency stockpiling for G2G deals.

16.1. Adherence to Destination Laws

We respect sovereignty and adhere to CODEX. Stricter norms must be communicated in the PO.

16.2. Country-Specific Requirements

Customized labeling and necessary certifications (Halal, Health Certs) provided.

16.3. Nirbhay Global's Responsibilities

Truthful declaration, product conformity, and regulatory updates.

16.4. Buyer's Responsibilities

Import licenses, local regulation intelligence, customs clearance, and confirming non-banned substances.

17.1. Quality & Quantity Discrepancies

• Tolerance: +/- 5% quantity. Quality deviations within CODEX ranges.
• Claims Procedure: Substantiated by Weighbridge Slip or Surveyor's Report. Quality claims need lab analysis.
• Remediation: Pro-rata discount, Credit Note.

17.2. Packaging & Labeling Errors

• Seller's Error: We bear re-labeling costs.
• Buyer's Error: Buyer bears all costs and penalties.

17.3. Documentation & Incoterm Errors

Clerical errors by seller covered by seller. Buyer-requested changes covered by buyer. Liability defined by Incoterms.

17.4. Goods Handling & Transit Damage

Pre-shipment damage is seller's liability. Transit damage covered by insurance (Container Rain is Force Majeure/Insurance).

17.5. Compensation & Settlement

Modes: Credit Note, Pro-rata discount. Time limit: 14 days from arrival.

20.1. Carbon Footprint Reduction

Green logistics, route optimization, and paperless trade.

20.2. Plastic Reduction

Single-use plastic ban, biodegradable retail packs, and recycled materials.

20.3. Sustainable Trade Practices

Eco-product promotion, by-product utilization, and responsible sourcing.

20.4. Green Office

Energy efficiency, water conservation, and solar adoption.

23.1. UN & Humanitarian Aid

UNGM registration, humanitarian priority ("Priority 1"), and adherence to WFP standards.

23.2. G2G Trade

Participation in state trading tenders, diplomatic protocols, and public procurement compliance (GeM).

23.3. Ethical Standards

Zero tolerance for corruption, transparency pacts, and conflict of interest declarations.

23.4. Tender Management

Bid bond security, technical qualification checks, and document integrity.

24.1. Domestic Expansion

Strategic sourcing hubs (Guntur, Unjha, Nashik, Raipur) and regional sales offices.

24.2. International Expansion

RBI compliance and strategic jurisdiction selection.

24.3. Partnership (Joint Venture)

"Silver-to-Gold" model for existing buyers, strategic equity split, and exclusivity clauses.

24.4. New Fresh Entity (WOS)

Greenfield investment with local directors and independent banking for stock & sale and brand building.

25.1. Key Schemes

RoDTEP, Duty Drawback (DBK), Interest Equalization Scheme, and TMA.

25.2. Internal Process

Shipping Bill filing declarations, e-Scrip generation, and Bank Realization (e-BRC).

25.3. Required Support from Buyer

• Correct Remittance Purpose: "Export Proceeds" or "Payment for Goods".
• Invoice Reference: Clearly referenced in SWIFT MT103.
• Timely Payment: Adherence to due dates.
• No Third-Party Payments: Strictly prohibited.

26.1. Cost Cutting

Bulk freight negotiation, mixed container loadability, and packaging optimization.

26.2. Market Intelligence

Crop cycle advisory, currency benefit sharing, and hedging contracts.

26.3. Operational Benefits

Extended free time negotiation and duty reduction support.

26.4. Private Label Support

Low MOQ branding and design support.

28.1. Operational Hours & Work Week

• Standard Working Hours: 10:00 AM - 07:00 PM IST. Lunch: 01:30 PM - 02:30 PM.
• Work Week: Monday to Saturday. Sunday is a weekly off (except for urgent logistics).

28.2. Holiday Calendar

Closed on National Holidays (26th Jan, 15th Aug, 2nd Oct). Optional festival holidays circulated annually.

28.3. Visitor & Appointment Protocol

• "By Appointment Only": 24 hours advance notice required.
• Visiting Hours: 03:00 PM - 05:00 PM IST on weekdays.
• Gate Protocol: Sign-in and ID check required.

28.4. Telephonic & Digital Contact Norms

• Official Contact Time: 10:30 AM - 06:30 PM IST.
• International Support: Urgent calls handled up to 10:00 PM IST.
• Response Time: Missed calls returned by 11:00 AM next working day.

28.5. Office Decorum

Clean Desk Policy, Business/Smart Casual dress code, restricted personal mobile usage, and energy conservation.