Refund Policy

1. Overview

Queen Vixen is committed to transparency and fairness in all financial transactions. This Refund Policy outlines our procedures regarding payments, commissions, cancellations, and refunds for services provided by our agency.

By engaging with our services, you acknowledge and agree to the terms set forth in this Refund Policy.

2. Commission-Based Representation

2.1 No Upfront Fees

Queen Vixen operates primarily on a commission basis. We do not charge upfront fees for standard representation services, including:

• Initial application review and evaluation
• Model portfolio assessment
• Representation to clients and brands
• Casting coordination and booking management
• Basic career consultation and guidance

Because no upfront payment is required for these core services, refunds are not applicable to standard agency representation.

2.2 Commission Structure

The Agency typically charges 20% commission on gross earnings from bookings secured through our representation. This commission is deducted from payments received from clients before disbursing funds to models. Commission rates are clearly specified in individual representation agreements.

2.3 Commission Refunds

Commission earned by the Agency for successfully completed bookings is non-refundable. The commission compensates the Agency for services rendered, including client negotiations, booking coordination, contract management, and administrative support.

3. Optional Paid Services

3.1 Portfolio Development Services

If you purchase optional portfolio development services, including professional photography sessions, image editing, or portfolio consultations, the following refund conditions apply:

3.1.1 Cancellation Before Service Delivery

If you cancel a scheduled portfolio service at least 48 hours before the scheduled appointment, you are eligible for a full refund of any prepaid fees, minus a 10% administrative charge.

3.1.2 Cancellation Within 48 Hours

Cancellations made less than 48 hours before a scheduled service will receive a 50% refund of prepaid fees, as we may have already incurred costs for preparation and resource allocation.

3.1.3 No-Show or Same-Day Cancellation

No refund will be provided for no-shows or same-day cancellations, as resources have been allocated and opportunities to serve other clients have been lost.

3.1.4 After Service Completion

Once portfolio services have been delivered, including photography sessions or consultation meetings, no refunds will be provided. However, if you are dissatisfied with the quality of services, please contact us within 7 days to discuss potential solutions or adjustments.

3.2 Training Programs and Workshops

For paid training programs, runway coaching, or educational workshops:

3.2.1 Early Cancellation

Cancellations made at least 14 days before the program start date are eligible for a full refund minus a 15% administrative fee.

3.2.2 Late Cancellation

Cancellations made 7-13 days before the program start date will receive a 50% refund.

3.2.3 Last-Minute Cancellation

Cancellations made less than 7 days before the program start date are non-refundable.

3.2.4 Partial Attendance

No refunds or credits are provided for partial attendance of multi-session programs. If you cannot attend due to documented emergency or illness, we may offer credit toward future programs at our discretion.

4. Booking Cancellations

4.1 Client-Initiated Cancellations

When clients cancel confirmed bookings, cancellation fees and compensation depend on the timing and terms negotiated in the specific booking contract. The Agency will advocate for appropriate cancellation compensation on behalf of represented models.

4.2 Model-Initiated Cancellations

Models who cancel confirmed bookings without valid reason may be liable for penalties specified in booking contracts and may jeopardize future representation. Emergency cancellations due to illness, injury, or family emergencies will be handled on a case-by-case basis with appropriate documentation.

4.3 Force Majeure

In cases of cancellation due to circumstances beyond anyone's control (natural disasters, public health emergencies, government restrictions, etc.), refund and compensation policies will be determined based on the specific circumstances and applicable booking agreements.

5. Representation Agreement Termination

5.1 Ongoing Bookings

If representation is terminated (by either party) while bookings are pending or in progress, the Agency remains entitled to commission on:

• All bookings confirmed prior to termination notice
• Work completed but not yet paid at time of termination
• Usage fees for previously completed work that continues beyond termination

5.2 Prepaid Services

If you have prepaid for specific services that have not yet been delivered at the time of representation termination, you may be eligible for a prorated refund of unused services. Refund amounts will be calculated based on services rendered versus services remaining.

5.3 No Refund of Past Commissions

Commission previously earned by the Agency on completed bookings is non-refundable, even if representation is subsequently terminated.

6. Payment Disputes

6.1 Client Non-Payment

If a client fails to pay for completed work, the Agency will make reasonable efforts to collect payment. However, ultimate responsibility for non-payment depends on the terms of your representation agreement. Our standard practice is that commission is only taken from funds actually received.

6.2 Payment Errors

If you believe there has been an error in payment calculation, commission deduction, or funds disbursement, please contact us within 30 days of the payment in question. We will investigate and correct any verified errors promptly.

6.3 Dispute Resolution

Payment disputes should first be addressed through direct communication with the Agency. We are committed to fair and transparent financial practices and will work in good faith to resolve any legitimate concerns.

7. Refund Request Process

7.1 How to Request a Refund

To request a refund for eligible services, please contact us using the contact information provided below. Include:

• Your full name and contact information
• Details of the service or payment in question
• Date of purchase or payment
• Reason for refund request
• Any relevant documentation or receipts

7.2 Processing Time

Refund requests will be reviewed within 10 business days of receipt. If approved, refunds will be processed within 14 business days and returned via the original payment method when possible.

7.3 Refund Notification

You will receive written notification of our decision regarding your refund request, including explanation if a request is denied.

8. Non-Refundable Items

The following are explicitly non-refundable:

• Agency commission on completed bookings
• Services that have already been delivered
• Third-party expenses paid on your behalf (travel, accommodation, etc.)
• Administrative fees and transaction charges
• Completed photography sessions or consultations
• Training programs after commencement
• Late cancellations as specified in this policy

9. Special Circumstances

9.1 Illness or Emergency

We understand that unexpected situations arise. If you need to cancel services due to documented medical emergency, serious illness, or family emergency, please contact us as soon as possible. We will review such requests on a case-by-case basis and may offer refunds, credits, or rescheduling options at our discretion.

9.2 Service Quality Issues

If you are dissatisfied with the quality of optional paid services (not including standard representation), please contact us within 7 days of service delivery. We may offer adjustments, additional services, or partial refunds if quality issues are substantiated.

9.3 Exceptional Circumstances

In exceptional circumstances not covered by this policy, the Agency reserves the right to make case-by-case determinations regarding refunds or credits. Such decisions will be made at the Agency's sole discretion.

10. Changes to This Refund Policy

Queen Vixen reserves the right to modify this Refund Policy at any time. Changes will be effective immediately upon posting to our website with an updated "Last Updated" date. Your continued use of our services after changes are posted constitutes acceptance of the modified policy.

For services purchased before a policy change, the policy in effect at the time of purchase will generally apply unless otherwise specified.

11. Contact Information

For questions regarding this Refund Policy or to request a refund, please contact us:

12. Acknowledgment

By engaging with Queen Vixen 's services, you acknowledge that you have read, understood, and agree to this Refund Policy. This policy works in conjunction with our Terms & Conditions and Privacy Policy to govern the complete relationship between clients/models and the Agency.