Effective Date: 05.09.2024
At Vividora Photography, we strive to provide the best experience for our clients. We understand that sometimes plans change, and we have developed a transparent and fair cancellation and refund policy to address these situations. Please read the following terms carefully to understand your rights and obligations.
1. Non-Refundable Retainer Fee
- A 35% non-refundable retainer fee is required to secure your booking. This retainer covers administrative expenses, payment processing fees, and the photographer’s preparation time.
- This retainer fee is non-refundable except in certain cases outlined in the Photographer Cancellation and Force Majeure sections below.
2. Client Cancellation Policy
We recognize that unforeseen events may require you to cancel your session. The following policies apply:
2.1 More than 7 Days Before the Session:
- If you cancel more than 7 days before the scheduled session, you will not be charged any additional fees. However, the 35% non-refundable retainer fee will be retained by Vividora Photography to cover expenses such as payment processing and transfer fees.
- The photographer will receive their agreed-upon commission on the retained 35%.
2.2 Between 3 to 7 Days Before the Session:
- If you cancel between 3 to 7 days before the scheduled session, you will be charged a 50% cancellation fee (including the non-refundable retainer).
- The photographer will receive their agreed commission rate on the 50% retained amount, and any expenses (payment processing, transfer fees, etc.) will be deducted from the client.
2.3 Less than 3 Days Before the Session:
- If you cancel less than 3 days before the session or fail to attend the shoot (“No Show”), you will be charged 100% of the booking price.
- The photographer will receive their full agreed commission on the total amount.
3. Photographer Cancellation Policy
In the event that your assigned photographer needs to cancel, the following policies will apply:
3.1 More than 7 Days Before the Session:
- If the photographer cancels more than 7 days before the scheduled session, you will receive a full refund, including the 35% retainer fee, or have the option to reschedule without penalty.
3.2 Less than 7 Days Before the Session:
- If the photographer cancels within 7 days of the session, they are expected to assist in finding a replacement photographer.
- If no replacement is found, you will receive a full refund, including the 35% retainer fee.
- The photographer will face a 10% penalty deducted from their future earnings.
4. Rescheduling Policy
4.1 More than 3 Days Before the Session:
- Rescheduling requests made more than 3 days before the session can be accommodated without penalty.
- The retainer will be applied to the new session date without additional charges.
4.2 Less than 3 Days Before the Session:
- Rescheduling requests made less than 3 days before the session may incur additional fees, and the original cancellation policy may apply if the session is not rescheduled.
4.3 Force Majeure:
In cases of unforeseen circumstances beyond your or the photographer’s control, such as natural disasters, illness, or emergencies, both parties are released from their contractual obligations without penalty. The session can be:
- Rescheduled without penalty, or
- Canceled with a full refund, except for expenses already incurred (e.g., booking fees, travel costs). The photographer will retain their commission on the 35% retainer fee.
5. Refunds
All refunds will be processed within 10 business days from the date of cancellation. Refunds will be issued to the original payment method used for the booking. If the booking was made via a third-party service, any refund will be subject to the terms and conditions of the respective third-party service provider.
5.1 Refund Processing Fees:
In cases where a full or partial refund is issued, any applicable payment processing fees, currency conversion fees, or transfer fees may be deducted from the refund.
6. Quality Concerns and Reshoots
6.1 Reshoots
- If you are unsatisfied with the quality of the images or videos provided, you may request a review within 7 days of receiving your final files. We will evaluate the concern and may offer a reshoot or a partial refund based on our discretion. The availability of a reshoot depends on the photographer’s availability and the nature of the concern.
7. Force Majeure
In cases where external factors prevent the session from proceeding, such as:
- Natural disasters (e.g., storms, floods, earthquakes)
- Government restrictions (e.g., lockdowns, travel bans)
- Personal emergencies (e.g., illness, injury)
Both the client and photographer are released from their contractual obligations. The session may be rescheduled or canceled with a full refund, excluding any expenses already incurred. The photographer will retain their agreed commission on the 35% retainer fee.
8. Changes to the Refund and Cancellation Policy
Vividora Photography reserves the right to update this Refund and Cancellation Policy at any time. Changes will take effect immediately upon posting the updated policy on our website. We encourage you to review this policy periodically to stay informed about how cancellations and refunds are handled.
9. Contact Information
For any questions or concerns about this Refund and Cancellation Policy, or to request a refund or reschedule, please contact us at:
- Email: hello@vividoraphotography.com
- Address: Järvevana tee 9, Tallinn, 11314, Estonia
