Refund policy

Product Development, Custom Design, Film & TV Costumes, and Apparel Production Policy

1. Overview

ES Fashion Design Studio Inc. (“ES Fashion Design Studio,” “ES,” “we,” or “us”) provides technical apparel product development, custom design, film and television costume fabrication, and apparel manufacturing services.

This policy outlines the terms and conditions governing consultations, booking deposits, project cancellations, payments, production scheduling, rush orders, refunds, and returns.

By booking a consultation, accepting a project quote, signing a project agreement, or authorizing work to begin, the client agrees to the applicable terms of this policy and the project-specific quote or agreement.

Where a signed project agreement contains specific terms that differ from this policy, the signed agreement will govern to the extent of the inconsistency, subject to applicable law.

Nothing in this policy excludes any rights or remedies that cannot legally be waived.

2. Consultations, Booking Deposits & Payment Commitments

2.1 Professional Consultations

Professional consultation fees are non-refundable once the booking has been confirmed, subject to applicable law.

Clients may reschedule a consultation by providing at least two hours’ notice before the scheduled appointment. Rescheduling is subject to availability.

Requests made with less than two hours’ notice, as well as missed appointments, are not eligible for a refund or guaranteed rescheduling.

If ES must cancel a consultation, we will offer an alternative appointment or an appropriate refund, as required by the circumstances and applicable law.

2.2 Non-Refundable Booking Deposits

All booking deposits paid to ES Fashion Design Studio Inc. are non-refundable, subject to any refund rights required by applicable law.

This policy applies to all services offered by ES, including but not limited to:

Professional consultations and appointments.
Product development and technical design.
Custom design and made-to-order products.
Film and television costume fabrication.
Prototyping, sampling, and pattern development.
Apparel manufacturing and production orders.
Any other service requiring a booking deposit to reserve time, resources, or production capacity.

Booking deposits secure the client's appointment or project booking and allow ES to allocate studio time, personnel, equipment, materials, and other resources.

Once paid, a booking deposit will not be refunded solely because the client changes their mind, cancels or postpones the booking, changes project direction, experiences a change in business circumstances, or decides not to proceed.

The non-refundable deposit policy applies regardless of whether physical production has commenced.

2.3 Project Deposits

Unless otherwise agreed in writing, a 50% deposit of the total quoted project fee is required before project work begins.

The deposit secures the project booking and allows ES to schedule development work, allocate resources, and make necessary arrangements.

The deposit forms part of the total project fee and will be credited toward the amounts payable for the project.

If a project is cancelled, the deposit will be applied toward the amounts payable under the agreed project terms and applicable cancellation provisions. Any additional amount properly owed for completed work, non-recoverable material costs, committed labour, or other agreed charges will remain payable, subject to applicable law.

ES will not charge twice for the same work or expense.

3. Project Cancellation Before Work Begins

All cancellation requests must be submitted in writing to info@esfashiondesignstudio.ca.

A cancellation request does not automatically entitle the client to a refund of any booking deposit or project deposit.

The following terms apply to the different services offered by ES.

3.1 Product Development & Custom Design

Clients may request cancellation before project-specific work begins. The applicable non-refundable booking deposit will be retained, subject to applicable law.

If ES has already incurred additional agreed or recoverable costs, including project-specific expenses or non-cancellable commitments, those amounts may also be payable under the accepted project quote or agreement.

Project-specific work includes research, design, technical development, patternmaking, material sourcing, sample preparation, and other activities undertaken specifically for the client's project.

3.2 Film & Television Costume Fabrication

Film and television costume projects may require advance scheduling, material sourcing, fittings, pattern development, and coordination around filming dates.

If a client cancels before project work begins, the applicable booking deposit will remain non-refundable, subject to applicable law.

Any additional charges must be supported by the accepted project terms and may include costs already incurred or non-recoverable commitments made specifically for the production.

3.3 Apparel Production

Clients may request cancellation before fabric cutting or manufacturing begins. However, production planning, material procurement, sampling, and other project-specific activities may already have started.

The booking deposit remains non-refundable, subject to applicable law. Additional amounts may be payable for completed work, materials purchased or committed, and other agreed cancellation costs.

Once project-specific work or manufacturing has commenced, Section 4 also applies.

4. Cancellation After Work Begins

Once ES has commenced project-specific work, cancellation may result in additional charges beyond the booking deposit.

Depending on the project and the agreed terms, these charges may include:

Completed design, research, and technical development work.
Patternmaking, sampling, fittings, prototypes, and revisions.
Labour and contractor costs properly incurred or committed.
Fabrics, trims, materials, and supplies purchased specifically for the project that cannot reasonably be cancelled, returned, or recovered.
Approved external services and supplier costs.
Other reasonable, documented cancellation costs permitted under the project agreement and applicable law.

The booking deposit will be credited against the amounts payable. If the total amount properly due exceeds the deposit, the client will be responsible for the outstanding balance.

If the amounts properly due are less than the deposit, any remaining amount will be handled in accordance with the project agreement and applicable law.

The non-refundable deposit is not a substitute for payment for additional work or expenses properly incurred. However, the same cost will not be charged twice.

ES may provide an itemized breakdown of applicable cancellation charges upon request.

5. Special Cancellation Terms for Film & Television Projects

Film and television projects may involve fixed production schedules, cast fittings, filming dates, custom materials, and advance labour commitments.

In addition to Sections 3 and 4, the following terms apply:

Fittings and approvals: Completed fittings, approved samples, patterns, and other completed work remain payable in accordance with the agreed project milestones.
Custom materials: Materials purchased specifically for a production may be charged to the client where the costs are non-recoverable and payable under the project agreement.
Schedule changes: Changes to filming dates, cast requirements, scripts, creative direction, or delivery deadlines may require revised timelines, additional coordination, or a revised quote.
Late cancellations: Cancellations close to filming or delivery deadlines may result in charges for committed labour, non-recoverable expenses, and other agreed costs arising from the cancellation.
Rush work: Approved rush fees and other agreed charges remain payable for work performed or commitments made before cancellation.

Any additional cancellation charges must be supported by the agreed project terms or otherwise permitted by applicable law. ES will not impose an unspecified penalty solely because a cancellation occurs close to a deadline.

6. Project Delays & Changes to Timelines

ES makes reasonable efforts to meet agreed project timelines. However, schedules may be affected by circumstances such as shipping delays, supplier shortages, customs processing, equipment issues, material availability, delayed client approvals, or other unforeseen events.

If a delay occurs, ES will communicate the issue and work with the client to determine an appropriate solution. Depending on the circumstances, this may include:

Revising the project schedule.
Rescheduling development or production.
Agreeing to alternative materials or production methods.
Adjusting the project scope or delivery date by mutual written agreement.
Discussing cancellation and any applicable payment or refund obligations.

Delays beyond ES's reasonable control do not automatically entitle the client to a full refund or the return of a booking deposit.

However, this provision does not remove any refund rights or other remedies required by applicable law. If a delay results from ES's own inability to perform, the matter will be handled in accordance with the project agreement and applicable law.

7. Client Materials, Approvals & Production Scheduling

To maintain production timelines and coordinate staffing, equipment, and studio capacity, clients must provide all required materials, fabrics, trims, artwork, technical specifications, approvals, and other project information by the agreed submission deadline.

Failure to provide complete materials or approvals on time may result in production delays, rescheduling, loss of reserved production dates, and additional charges where applicable.

7.1 Notice Requirements

Clients must notify ES as soon as they become aware of any delay affecting the agreed project schedule.

The following notice guidelines apply:

48 hours or more before the scheduled start: No delay-related holding charge will apply solely because the client has provided notice. Previously incurred or non-recoverable costs may remain payable.
Less than 48 hours before the scheduled start: A holding or rescheduling charge may apply if specified in the accepted quote or agreement and applicable to the resulting costs or reserved capacity.
Same-day delays or incomplete submissions: The client may be responsible for agreed charges relating to committed labour, idle time, rescheduling, or reserved production capacity.

7.2 Production Holding Fees

Any holding fee, hourly labour rate, minimum charge, or rescheduling fee must be disclosed in the project quote or otherwise agreed in writing before it is incurred.

Charges may reflect committed labour, idle time, non-recoverable expenses, and production capacity reserved for the project, subject to the agreed terms and applicable law.

ES will not impose an unspecified penalty or duplicate charges for the same cost.

7.3 Revised Production Dates

If delays caused by the client affect the production schedule, ES may revise the estimated completion date and reschedule the project based on studio availability.

Previously reserved production dates are not guaranteed after a client-caused delay.

8. Rush Orders & Expedited Production

Standard project timelines are based on ES's existing workload, staffing, equipment availability, material lead times, and production requirements.

Rush orders are subject to availability and must be approved in writing before expedited work begins.

A rush fee of 15%–25% of the total quoted project cost may apply as follows:

15% — Minor Rush: Limited schedule adjustments with minimal disruption to studio operations.
20% — Standard Rush: Priority scheduling, additional coordination, or restructuring of the production schedule.
25% — High-Priority Rush: Significant schedule changes, overtime, weekend work, or displacement of other scheduled projects.

ES will confirm the applicable rush fee, revised timeline, and any additional costs in writing before the client approves the rush arrangement.

Payment of a rush fee does not guarantee completion by a requested date unless that date has been expressly confirmed in writing.

Rush fees and other agreed charges for work performed or commitments made remain payable if the client subsequently cancels the project, subject to applicable law.

9. Payment Terms & Late Payments

9.1 Payment Schedule

Unless otherwise specified in the accepted project quote or agreement:

A 50% project deposit is required before work begins.
The remaining balance is payable according to the payment milestones stated in the quote or invoice.
Final payment is due on the date specified in the invoice or project agreement.
Where payment is required before delivery or release of final deliverables, completed goods, patterns, technical files, or production documentation, ES will follow the agreed payment terms.

The accepted project quote or agreement will establish the specific payment milestones and due dates.

9.2 Grace Period

A seven-calendar-day grace period applies after the stated payment due date before contractual late-payment interest begins to accrue, subject to the agreed terms and applicable law.

9.3 Late-Payment Interest

Overdue balances may accrue interest at 1.5% per month, equivalent to 18% per annum, after the applicable grace period.

Interest will be calculated on the outstanding principal balance without compounding and will be subject to applicable law.

9.4 Project Suspension

If a payment becomes overdue, ES may suspend ongoing work, postpone production, or defer future projects after providing written notice, subject to the project agreement and applicable law.

Any resulting changes to project timelines will be communicated to the client. Resumption of work will depend on payment resolution and studio availability.

9.5 Collections & Outstanding Balances

If payment remains outstanding for more than 30 calendar days after the due date, ES may pursue lawful collection or legal recovery procedures.

The client may be responsible for reasonable collection costs, legal fees, and other recovery expenses to the extent recoverable under the project agreement and applicable law.

10. Refunds & Refund Processing

All booking deposits are non-refundable, subject to any refund rights required by applicable law.

Refunds of other amounts paid will be assessed in accordance with this policy, the accepted project quote or agreement, the circumstances of the cancellation, and applicable law.

The following terms apply:

Booking deposits: Will not be refunded solely because a client cancels, postpones, changes their mind, or decides not to proceed.
Before work begins: The booking deposit remains non-refundable, subject to applicable law. Any additional cancellation charges must be supported by the agreed terms or applicable law.
After work begins: The client remains responsible for work completed and costs properly incurred or committed under the project agreement. The deposit will be credited against the amounts payable.
ES-initiated cancellations: If ES cancels a project, any amounts refundable or otherwise payable will be determined under the project agreement and applicable law.
Legally required refunds: Any refund required by applicable law will be processed within the applicable legal timeframe.

Where a refund is approved, ES will generally process it through the original payment method within 5–10 business days, unless another timeframe is required by law or agreed in writing.

11. Returns, Exchanges & Product Issues

Custom-designed garments, made-to-order products, prototypes, samples, and products manufactured to client specifications are not eligible for return or exchange solely because the client changes their mind, subject to applicable law.

Clients are responsible for reviewing and approving the relevant specifications, sizing, quantities, materials, artwork, and other agreed requirements before production begins.

If a delivered product is defective, materially differs from the agreed specifications, or has another issue covered by the project agreement or applicable law, the client should notify ES in writing with supporting details as soon as reasonably possible.

ES will review the issue and determine an appropriate resolution in accordance with the project agreement and applicable law. Depending on the circumstances, this may include repair, correction, replacement, or another appropriate remedy.

Nothing in this section excludes mandatory consumer rights or remedies that cannot legally be waived.

12. How to Request a Cancellation

All project cancellation requests must be submitted in writing.

Email: info@esfashiondesignstudio.ca
Phone: +1 (778) 788-4422

Email is the preferred method for documenting a cancellation request. Phone calls may be used for follow-up but do not replace written notice where written notice is required.

Please include the following information:

Client name and contact information.
Project name and order or invoice number, if available.
Requested cancellation date.
Reason for cancellation.
Any relevant supporting information.

ES will review the request and confirm the effective cancellation date, applicable charges, outstanding balance, and any refund due under the project agreement and applicable law.

Submitting a cancellation request does not automatically release the client from payment obligations already incurred.

13. Changes to This Policy

ES Fashion Design Studio Inc. reserves the right to update this policy from time to time.

Updated terms will apply to new projects once published or communicated, as applicable. Changes to an existing signed project agreement will require written agreement where necessary and will remain subject to applicable law.

Policy updates will not automatically alter existing contractual obligations or remove rights already established under an agreement or applicable law.

14. Client Acknowledgment & Agreement

By booking a consultation, paying a booking deposit, accepting a project quote, signing a project agreement, or authorizing work to begin, the client acknowledges that they have had the opportunity to review the applicable terms and conditions.

The client understands that booking deposits are non-refundable, subject to applicable law, and that project cancellations may result in additional charges for completed work, committed labour, non-recoverable materials, and other agreed costs.

The client also acknowledges their responsibility to meet payment deadlines, provide required materials and approvals on time, and communicate changes affecting project schedules.

ES Fashion Design Studio Inc. is committed to transparent communication, professional project management, and fair handling of cancellations, payments, and production-related matters.

Sewing Lab Rental Policy

1. Booking & Payment

All bookings must be made in advance through our online system.
Full payment is required at the time of booking to confirm and secure your reservation.

2. Cancellation Policy

For Sewing Machine Station Bookings:

Cancellations made at least 2 hours before your scheduled time will receive a full refund.
Cancellations made less than 2 hours before the booking will not be eligible for a refund.

For Full Studio Rentals:

Due to the exclusive nature of full-day bookings, all full studio rentals are non-refundable.
If your plans change, please contact us as early as possible. While we cannot offer refunds, we will do our best to reschedule or transfer your booking to a future date, subject to availability.

3. No-Show & Refund Policy

Sewing Station Bookings: No-shows or late cancellations (under 2 hours) are non-refundable.
Full Studio Rentals: All sales are final and non-refundable once booked. Exceptions for rescheduling may be considered with sufficient notice.

4. Studio Use & Safety

The sewing lab is intended for sewing and textile-related activities only.
Please ensure you are familiar with the equipment, safety guidelines, and operational protocols before use.
Misuse of equipment or disregard for safety procedures may result in termination of your session without refund.
Any misuse, negligence, or abusive behavior that results in damage to machines or studio equipment will be the responsibility of the renter. You may be required to pay for repairs or, if necessary, cover the full replacement cost of the damaged equipment.

5. Liability & Guests

By booking a station or the full studio, you agree to accept full responsibility for your own actions and those of any guests or individuals accompanying you.

You further agree to indemnify and hold harmless ES Fashion Design Studio, its staff, and affiliates from any claims, injuries, or damages arising from your use of the space, including injuries to yourself or your guests. Use of industrial equipment involves inherent risks, and all renters and their guests assume those risks by entering the studio.

Weekend Memberships & Product/Collection Development Support Refund Policy

1. General Policy

All membership purchases are non-refundable. We do not offer refunds for any unused portion of a monthly or yearly membership.

2. Cancellations

Weekend Sewing Lab Memberships: Membership has a minimum duration requirement. Once this requirement is met, the "Cancel Membership" button will become active in your account. To cancel, use this button, and you must give at least 7 days' notice before the end of your final month. Your membership will remain active through the current billing cycle with no extra charges. If you decide to renew, standard renewal terms and fees will apply. Please be aware that if you do not provide the required notice, your membership will automatically renew for the next cycle, and no refunds will be issued.
Product/Collection Development Support: this service is non-refundable.

3. Refund Exceptions

Refunds: Refunds of membership may be granted under exceptional circumstances, such as:

Medical emergencies or prolonged illness that prevent the use of the lab.
Relocating 30 km or more outside the service area.
Other significant life events that impact the ability to use the membership.

4. Refund Request Procedure

To request a refund, members must submit a written request including relevant documentation (e.g., medical certificates, relocation proof) to the management team.
Refund requests will be reviewed on a case-by-case basis. If approved, the refund amount will be prorated based on the remaining unused portion of the membership.

5. Service Disruption

In the event of a temporary closure or disruption of services (e.g., maintenance, unforeseen circumstances), we will extend membership access by the duration of the closure. No refunds will be issued for these periods.

6. Membership Transfers

Memberships are non-transferable and cannot be shared or assigned to another person.

7. Changes to the Policy

We reserve the right to modify this refund policy at any time. Members will be notified of any changes that affect their membership terms.

If you have any questions or need assistance, please contact us at info@esfashiondesignstudio.ca Thank you for choosing ES Fashion Design Studio!