Refund policy

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

1. Overview
At ES Fashion Design Studio, we are dedicated to providing high-quality, customized fashion solutions. This Cancellation Policy outlines the terms and conditions for canceling orders related to product development, custom-made designs, film & TV costumes, and apparel production. By placing an order, the client agrees to the terms set forth in this policy.

2. Professional Consultation, Price Quote and Non-Refundable Deposit

Our professional consultation is non-refundable. If your plans change, you may reschedule up to 2 hours before your scheduled meeting. While refunds are not offered, we will do our best to accommodate rescheduling or transferring your booking to a future date or time, subject to availability.
Once the price quote and contract are signed, the customer is required to pay a non-refundable 50% deposit of the total project cost. This deposit secures the order and allows ES Fashion Design Studio to begin work on the project.
The 50% deposit is non-refundable, covering administrative costs, design work, materials, and initial project expenses. Once paid, this deposit is not refundable, regardless of whether the project is canceled before or after production begins.

3. Cancellation Before Production Begins

Product Development & Custom Made Design: Customers may cancel their order before production starts (e.g., before design, patterning, or material ordering begins). At this stage, the 50% non-refundable deposit will not be refunded, but no additional charges will be incurred.
Film & TV Costume Production: Orders for film and TV costume production may be canceled before design approval or material sourcing begins. The 50% non-refundable deposit will not be refunded, but no further charges will apply.
Apparel Production: Orders for apparel production may be canceled before fabric cutting or manufacturing work begins. The 50% non-refundable deposit is retained, but the customer will not incur any further charges at this stage.

4. Cancellation After Production Begins

Once any form of production has begun—whether it's design work, fabric cutting, stitching, or costume assembly—the order is considered non-cancellable.
In such cases, the customer will be responsible for all costs incurred up until the point of cancellation. This includes the non-refundable 50% deposit and any additional expenses related to the design, materials, labor, or production work already completed.

5. Cancellation of Film & TV Costume Orders

If a film or TV costume production project is canceled after materials have been sourced or work has commenced (e.g., fittings, pattern making, construction), the customer will be responsible for all costs incurred, including the 50% non-refundable deposit. Additional charges may apply for any work already completed or materials purchased.
Cancellations made close to project deadlines may result in additional penalties or charges to cover any losses incurred due to the cancellation.

6. Cancellation Due to Delays

We strive to meet all agreed-upon deadlines, but unforeseen delays (such as shipping delays, supply chain disruptions, or other external factors) may occasionally occur.
If a cancellation is requested due to delays beyond our control, we will review the situation on a case-by-case basis. Possible solutions may include rescheduling production, offering partial refunds, or providing credit for future orders.
However, cancellations due to delays beyond our control do not qualify for a full refund, and the 50% non-refundable deposit remains non-refundable.

7. Production Material Submission Policy

To maintain production timelines and scheduled staffing, all required materials, trims, fabrics, approvals, artwork, and technical information must be submitted before the confirmed production start date.

Failure to submit complete materials on time may result in:

Production delays or rescheduling
Loss of reserved production dates
Adjusted delivery timelines
Standby labor and production holding fees

Financial Consequence:

48+ hours notice before production start: No penalty
Less than 48 hours' notice: Partial production holding fee may apply
Same-day delay or incomplete submission: Client may be charged for booked labor time and reserved production capacity

Production schedules, staff, and machinery are allocated in advance for each project. Delays caused by incomplete submissions that impact studio operations or employee scheduling will be the responsibility of the client.

8. Rush Order

All production timelines are based on standard scheduling. If a client requests a rush order or expedited production, an additional rush fee of 15%–25% of the total project cost may be applied. Rush requests are subject to studio availability and must be confirmed before the start of production.

Rush fees are generally applied as follows:

15% – Minor schedule adjustments with limited impact on production operations.
20% – Standard rush production requiring schedule restructuring, priority handling, or additional coordination.
25% – High-priority rush production requiring significant schedule changes, overtime, weekend work, or displacement of other scheduled projects.

ES Fashion Design Studio reserves the right to determine the applicable rush fee based on project requirements, scheduling impact, and resource allocation.

9. Late Payment Policy

To maintain fairness and ensure smooth project operations, ES Fashion Design Studio enforces the following late payment terms:

Payment Due Date: Final payment is due upon delivery of the completed product or on the date specified on the invoice, whichever comes first.
Grace Period: A 7-day grace period is provided after delivery or invoice date before any late fees apply.
Late Payment Fee: A 5% late fee per week (calculated on the outstanding balance) will be charged for any payment not received after the 7-day grace period.
Project Suspension: ES Fashion Design Studio reserves the right to pause ongoing or future projects until all outstanding balances are paid in full.
Collections: If payment remains outstanding for more than 30 days, ES Fashion Design Studio may initiate collection procedures or legal recovery. The client will be responsible for any associated costs incurred during the recovery process.

10. Refund Process

Refunds, when applicable, will be processed to the original payment method within 5-10 business days after the cancellation is approved.
Before production begins, the customer will lose the 50% non-refundable deposit, but no additional charges will be incurred.
After production begins, no refund will be issued, and the customer will be responsible for all work already completed. The 50% deposit is retained to cover costs incurred up to the point of cancellation.

11. Returns and Exchanges

This Cancellation Policy does not apply to returns or exchanges of completed orders. All sales are final upon completion of production or delivery unless otherwise specified in our Return and Exchange Policy.

12. How to Request a Cancellation
To request a cancellation, clients must contact ES Fashion Design Studio via:

Email: info@esfashiondesignstudio.ca
Phone: +1 (778) 788 - 4422
Please include the following details in your cancellation request:
Order number (or Invoice number if available)
Customer name and contact information
Reason for cancellation

13. Changes to This Policy
ES Fashion Design Studio reserves the right to amend this Cancellation Policy at any time. Any changes will be communicated to clients in writing before implementation.

14. Agreement
By proceeding with an order, customers acknowledge and agree to the terms of this Cancellation Policy, including the non-refundable 50% deposit requirement. We are committed to providing transparent and professional service throughout every stage of your project.

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!