Refund Policy

Olivia Prime is committed to transparent business practices and fair treatment of all clients and models. This Refund Policy explains our policies regarding payments, refunds, cancellations, and related financial matters for our modeling agency services.

1. Our Business Model

1.1 Commission-Based Representation

Olivia Prime operates as a professional modeling agency representing talent on a commission basis:

• No Upfront Fees: Models are never charged to join our agency or be considered for representation
• Commission Structure: We earn income by taking a percentage of model earnings from bookings we secure
• Success-Based: Our financial interest aligns with our models' success
• Transparent Accounting: Models receive detailed statements showing gross booking fees, commission deductions, and net payments

1.2 Services NOT Subject to Upfront Payment

The following services are provided as part of representation with no upfront charges:

• Application evaluation and consideration
• Agency representation and management
• Casting coordination and client liaison
• Basic career guidance and consultation
• Inclusion in agency portfolio presentations
• Booking negotiation and contract management

2. Services That May Require Payment

2.1 Optional Professional Development Services

Some specialized services may involve fees, which are always optional and clearly disclosed:

• Advanced Training Workshops: Specialized posing, runway, or acting classes beyond basic representation
• Professional Portfolio Photography: High-end portfolio shoots with renowned photographers (models may choose their own photographers)
• International Travel Expenses: Costs associated with fashion week attendance or international bookings (often advanced and reimbursed)
• Visa and Documentation Services: Fees for processing work permits and visas for international assignments

2.2 Client Booking Services

Clients booking our models for projects agree to payment terms including:

• Agreed model fees and agency commission
• Additional expenses (travel, accommodation) as specified
• Rush fees for last-minute bookings when applicable
• Usage rights and licensing fees based on project scope

3. Refund Policy for Optional Services

3.1 Training Workshops and Classes

Cancellation by Participant:

• More than 14 days before workshop: Full refund minus 10% administrative fee
• 7-14 days before workshop: 50% refund
• Less than 7 days before workshop: No refund, but credit toward future workshop
• No-show: No refund or credit

Cancellation by Olivia Prime:

• Full refund if we cancel or significantly change workshop
• Option to transfer to alternate date
• Notification provided as soon as possible

3.2 Professional Portfolio Photography

Before Photography Session:

• More than 7 days before session: Full refund minus deposit (typically 20%)
• Less than 7 days before session: 50% refund
• Within 48 hours: No refund, but rescheduling permitted once

After Photography Session:

• No refunds after session completion
• If dissatisfied with results, complimentary re-shoot may be offered at our discretion
• Technical issues (photographer error, equipment failure) result in free re-shoot or full refund

3.3 International Travel and Visa Services

Visa Processing Fees:

• Non-refundable once submitted to government authorities
• Refund available if application not yet submitted and cancellation requested in writing
• Administrative fees may be retained to cover processing costs

Travel Advances:

• Advanced travel expenses (flights, accommodation) refunded if booking cancelled by client
• Model-initiated cancellations subject to airline/hotel cancellation policies
• Unused travel funds returned within 30 days of trip conclusion

4. Client Booking Cancellations and Refunds

4.1 Cancellation by Client

Cancellation Timeline:

• More than 14 days before booking: Full refund or rebooking without penalty
• 7-14 days before booking: 50% cancellation fee applies
• Less than 7 days before booking: 75% cancellation fee applies
• Within 48 hours or no-show: 100% of booking fee retained

Special Circumstances:

• Force majeure events (natural disasters, government restrictions) may allow full refund or rebooking
• Medical emergencies (with documentation) considered on case-by-case basis
• Weather-related cancellations for outdoor shoots evaluated individually

4.2 Cancellation by Model

If our represented model cancels confirmed booking:

• Client receives full refund or replacement model of equivalent caliber
• Olivia Prime absorbs cancellation costs
• Model may face consequences per representation agreement

4.3 Partial Service Completion

If booking is partially completed due to circumstances beyond control:

• Fees prorated based on services rendered
• Good faith negotiations to determine fair compensation
• Documentation of work completed used for assessment

5. Payment Processing and Timelines

5.1 Model Payments

Payment Schedule:

• Models paid within 30-60 days after client payment received
• Payment includes gross booking fee minus agency commission
• Detailed accounting statement provided with each payment
• Direct bank transfer to model's designated account

Payment Methods:

• Bank transfer (preferred method)
• Check (available upon request)
• International wire transfer for overseas models

5.2 Client Payment Terms

Standard Terms:

• Payment due within 30 days of invoice date
• Deposit (typically 50%) required to confirm booking
• Remainder due upon completion or per contractual terms
• Late payments subject to interest as permitted by UAE law

Accepted Payment Methods:

• Bank transfer
• Corporate check
• Credit card (with processing fee)
• International wire transfer

6. Refund Request Process

6.1 How to Request a Refund

To request a refund for any eligible service:

1. Submit Written Request: Email [email protected] with:
   • Your full name and contact information
   • Service or booking reference number
   • Reason for refund request
   • Supporting documentation if applicable
   • Preferred refund method
2. Review Process: We review requests within 5 business days
3. Decision Communication: Receive written decision with explanation
4. Refund Processing: Approved refunds processed within 14 business days

6.2 Required Documentation

Depending on the refund reason, you may need to provide:

• Original payment receipt or invoice
• Cancellation notice or correspondence
• Medical documentation (for health-related cancellations)
• Proof of circumstances beyond control (force majeure claims)
• Photographic or video evidence (quality disputes)

6.3 Refund Methods

Approved refunds are processed via:

• Original payment method (when possible)
• Bank transfer to designated account
• Check mailed to address on file
• Credit toward future services (if preferred)

7. Dispute Resolution

7.1 Internal Resolution Process

If you disagree with a refund decision:

1. Escalation: Request review by senior management
2. Additional Review: Comprehensive examination of circumstances
3. Mediation: Good faith discussions to reach fair resolution
4. Final Decision: Written determination with detailed explanation

7.2 External Dispute Resolution

If internal resolution is unsuccessful:

• Mediation through Dubai Chamber of Commerce
• Arbitration in accordance with Dubai International Arbitration Centre rules
• Legal proceedings in Dubai courts as last resort

8. Special Circumstances

8.1 Force Majeure

In cases of events beyond reasonable control, including:

• Natural disasters (earthquakes, floods, severe weather)
• Government restrictions or mandates
• Public health emergencies
• War, terrorism, or civil unrest
• Transportation strikes or disruptions

We will work with affected parties to:

• Reschedule services when possible
• Provide full or partial refunds as appropriate
• Explore alternative solutions
• Apply fair and reasonable policies

8.2 Quality Guarantees

We stand behind the quality of our services:

• Professional Standards: All models maintain high professional conduct
• Skill Representation: Models accurately represented in terms of skills and experience
• Reliability: Confirmed models arrive as scheduled and prepared

If quality issues arise:

• Immediate notification allows us to address issues in real-time
• Replacement models provided when available
• Partial or full refunds considered for unresolved quality failures
• Long-term client relationships prioritized in resolution decisions

9. Exceptions and Special Cases

9.1 Non-Refundable Items

The following are generally non-refundable:

• Government fees (visa applications, work permits)
• Third-party booking fees (airline change fees, hotel cancellation fees)
• Services fully rendered
• Administrative processing fees (typically 10% or AED 500, whichever is less)

9.2 Promotional Offers and Discounts

• Special promotional pricing may have different cancellation terms
• Discounted services might have limited or no refund availability
• Terms clearly stated at time of purchase

10. Changes to This Refund Policy

Olivia Prime reserves the right to modify this Refund Policy at any time. Changes will be:

• Posted on our website with updated "Last Updated" date
• Effective immediately upon posting
• Applied to transactions occurring after the effective date
• Communicated to active clients and models via email for material changes

Existing contracts and agreements remain subject to the refund terms in effect at the time of execution.

11. Contact Information for Refund Requests

For all refund-related inquiries, cancellations, or disputes, please contact us:

12. Additional Notes

12.1 Currency

All financial transactions are processed in UAE Dirhams (AED) unless otherwise specified in individual contracts. Exchange rates for international transactions are determined at the time of processing.

12.2 Tax Implications

Clients and models are responsible for any tax implications of payments and refunds in their respective jurisdictions. Olivia Prime complies with all UAE tax regulations.

12.3 Record Keeping

We maintain detailed financial records for all transactions for a minimum of 7 years as required by UAE law. Clients and models receive copies of all relevant financial documents.

Effective Date: This Refund Policy is effective as of January 1, 2025.

Acknowledgment: By engaging Olivia Prime's services, you acknowledge that you have read, understood, and agree to this Refund Policy.