1. Introduction
This Refund Policy outlines the terms and conditions regarding refunds, cancellations, and payment procedures for services provided by SmoothVector Photography. We strive to provide clear and fair terms regarding financial transactions, while maintaining the highest standards of professional service.
Please read this policy carefully before booking our services. By booking with SmoothVector Photography, you acknowledge that you have read, understood, and agree to be bound by this Refund Policy.
2. Booking Deposits and Payments
2.1 Deposits
To secure a booking with SmoothVector Photography, a non-refundable deposit is required. The amount of the deposit varies depending on the type of service:
- Wedding Photography: 25% of the total package price
- Commercial Photography: 50% of the total estimated project cost
- Portrait Sessions: 50% of the session fee
- Event Photography: 25% of the total estimated fee
The deposit serves to reserve your date and our services exclusively for you. Upon receipt of your deposit, we will decline all other inquiries for the same date and time.
2.2 Payment Schedule
After the initial deposit, the remaining balance is due according to the following schedule:
- Wedding Photography: 50% due three months before the wedding date, remaining 25% due one week before the wedding date
- Commercial Photography: Remaining 50% due upon delivery of final images, unless otherwise specified in the contract
- Portrait Sessions: Remaining 50% due on the day of the session, before photography begins
- Event Photography: Remaining 75% due on the day of the event, before photography begins
2.3 Payment Methods
We accept the following payment methods:
- Bank transfer (our preferred method)
- Credit/debit cards (Visa, Mastercard, American Express)
- PayPal
Cash payments are accepted only for in-person transactions and must be arranged in advance.
2.4 Late Payments
Late payments may result in the cancellation of your booking without a refund of the deposit. A late fee of 5% may be applied to payments that are more than 7 days overdue.
3. Cancellation and Refund Terms
3.1 Client Cancellations
If you need to cancel your booking with SmoothVector Photography, the following terms apply:
3.1.1 Wedding Photography Cancellations:
- Cancellation more than 9 months before the wedding date: Loss of the non-refundable deposit only
- Cancellation between 6-9 months before the wedding date: Loss of the deposit plus 25% of the remaining balance
- Cancellation between 3-6 months before the wedding date: Loss of the deposit plus 50% of the remaining balance
- Cancellation less than 3 months before the wedding date: No refund; full payment is due
3.1.2 Portrait Session Cancellations:
- Cancellation more than 14 days before the session: Loss of the non-refundable deposit only
- Cancellation between 7-14 days before the session: Loss of the deposit plus 25% of the remaining balance
- Cancellation less than 7 days before the session: Loss of the deposit plus 50% of the remaining balance
- Cancellation less than 48 hours before the session: No refund; full payment is due
3.1.3 Commercial Photography Cancellations:
- Cancellation more than 30 days before the project start date: Loss of the non-refundable deposit only
- Cancellation between 14-30 days before the project start date: Loss of the deposit plus 25% of the remaining balance
- Cancellation less than 14 days before the project start date: Loss of the deposit plus 50% of the remaining balance
- Cancellation less than 72 hours before the project start date: No refund; full payment is due
3.1.4 Event Photography Cancellations:
- Cancellation more than 30 days before the event: Loss of the non-refundable deposit only
- Cancellation between 14-30 days before the event: Loss of the deposit plus 25% of the remaining balance
- Cancellation less than 14 days before the event: Loss of the deposit plus 50% of the remaining balance
- Cancellation less than 72 hours before the event: No refund; full payment is due
3.2 Rescheduling
We understand that circumstances may require you to reschedule your photography service. Our rescheduling policy is as follows:
- First reschedule request made more than 30 days before the original date: No additional fee, subject to our availability on the new date
- Reschedule request made between 14-30 days before the original date: 10% rescheduling fee, subject to our availability on the new date
- Reschedule request made less than 14 days before the original date: 25% rescheduling fee, subject to our availability on the new date
- Multiple reschedule requests: Each additional reschedule request after the first one will incur a fee of 25% of the total service cost
If we are not available on your new proposed date, the booking will be treated as a cancellation according to the terms above.
3.3 Photographer Cancellation
In the unlikely event that SmoothVector Photography must cancel a booking due to illness, injury, or other unforeseen emergency:
- We will make every effort to find a suitable replacement photographer of similar style and experience
- If no suitable replacement can be found, or if you choose not to accept our proposed replacement, you will receive a full refund of all payments made
- For weddings, we maintain a network of professional photographers who can serve as emergency backups
If we must cancel due to circumstances within our control, you will receive a full refund plus an additional 10% of the total fee as compensation for the inconvenience.
4. Refund Conditions for Quality Issues
4.1 Technical Quality Issues
We maintain the highest standards of technical quality in our work. However, if you believe there are significant technical issues with your delivered images, please notify us in writing within 14 days of receiving your images. Technical issues may include:
- Severe underexposure or overexposure
- Significant focus problems not related to artistic choice
- Severe color balance issues
- Missing images that were specifically guaranteed in your contract
In the event of confirmed technical issues:
- We will attempt to correct the issues through editing when possible
- If the issues cannot be corrected and significantly affect the overall delivery, we may offer a partial refund proportional to the extent of the affected images
- In extreme cases where most images are technically deficient, a full refund may be considered
4.2 Artistic Style Considerations
Please note that refunds are not provided for:
- Dissatisfaction with the artistic style, as our portfolio demonstrates our typical style and approach
- Specific shots that could not be obtained due to circumstances beyond our control (weather, venue restrictions, time constraints, subject cooperation)
- Stylistic preferences regarding editing, composition, or posing that align with our typical work
We encourage clients to thoroughly review our portfolio before booking to ensure our style aligns with your expectations.
4.3 Delivery Timeline Issues
If your images are not delivered within the timeframe specified in your contract (accounting for any stated potential delays):
- For delays less than 14 days beyond the promised delivery date: 5% discount
- For delays between 15-30 days beyond the promised delivery date: 10% discount
- For delays exceeding 30 days beyond the promised delivery date: 15% discount
These terms apply only to delays caused by factors within our control and do not apply to delays caused by client actions (late payments, delayed feedback on proofs, etc.).
5. Refund Processing
5.1 Refund Method
Refunds will be processed using the same payment method used for the original transaction whenever possible. If this is not possible, we will work with you to arrange an alternative refund method.
5.2 Refund Timeline
Once a refund has been approved:
- Credit/debit card refunds typically process within 5-10 business days
- Bank transfer refunds typically process within 3-5 business days
- PayPal refunds typically process within 3-5 business days
Please note that while we process refunds promptly, the time it takes for the refund to appear in your account depends on your financial institution's procedures.
5.3 Partial Refunds
In cases where a partial refund is approved, the amount will be calculated based on:
- The percentage of the service that was not satisfactorily delivered
- The specific terms outlined in your service agreement
- Any applicable cancellation or rescheduling fees
6. Exceptions to the Refund Policy
6.1 Force Majeure
Neither party shall be liable for failure to perform due to events beyond their reasonable control, including but not limited to:
- Natural disasters
- Acts of government
- Fire, flood, or severe weather
- Epidemic or pandemic
- Civil disorder
In the event of a force majeure preventing the photography service:
- Both parties will attempt to reschedule the service to a mutually agreeable date
- If rescheduling is not possible, the client may receive a refund of any payments made minus a 10% administrative fee
- If the event proceeds in a limited capacity and we are able to provide partial services, a pro-rated refund may be offered
6.2 Special Circumstances
We recognize that special circumstances may arise that are not covered by this policy. In such cases, we will work with you to find a fair and reasonable solution. Any exceptions to this refund policy must be agreed upon in writing.
7. Product Orders
7.1 Albums and Prints
For physical products such as albums, prints, and other merchandise:
- Custom-designed products (such as wedding albums) require approval of the design before production
- Once a design is approved and production begins, cancellations or changes will incur a 50% fee
- Refunds for defective products are available within 14 days of delivery
- If a product is defective due to manufacturing error, we will replace it at no additional cost
7.2 Digital Products
For digital products and downloads:
- Due to the non-returnable nature of digital products, refunds are generally not available once the files have been delivered
- If there are technical issues with the files, we will provide replacements or corrections
8. Dispute Resolution
If you are dissatisfied with our services and believe you are entitled to a refund not covered by the terms above:
- Please contact us in writing at [email protected] with details of your concern
- We will acknowledge your request within 3 business days
- We will review your case and provide a decision within 10 business days
- If the matter cannot be resolved directly, we may suggest mediation through a mutually acceptable third party
We are committed to fair and reasonable resolution of all client concerns.
9. Changes to This Policy
We may update this Refund Policy from time to time. The updated version will be indicated by an updated "Last Updated" date at the top of this page.
For existing bookings, the refund policy in effect at the time of booking will generally apply, unless otherwise required by law.
10. Contact Information
If you have any questions about this Refund Policy or would like to request a refund, please contact us at:
SmoothVector Photography
22 Harris Drive South
Aiden, IP19 0NS
United Kingdom
Email: [email protected]
Phone: +44 850 890 7991
