Refund Policy

1. Overview

This Refund Policy outlines the terms and conditions governing cancellations, refunds, and payment disputes for services provided by Top Dubai Elite ("we," "us," or "our"). This policy applies to both clients booking modeling services and models represented by our agency.

Due to the nature of modeling services, which often involve advance scheduling, coordination, and preparation, our refund policy reflects the unique characteristics of our industry. We strive to be fair to all parties while protecting the interests of our models and maintaining our business operations.

2. Service Fees and Commission Structure

2.1 Agency Commission

Top Dubai Elite operates on a commission-based model. We receive a percentage of the booking fee for modeling assignments arranged through our agency. Commission rates are specified in individual representation agreements with models.

2.2 Booking Deposits

Clients may be required to provide a booking deposit when confirming modeling assignments. Deposit amounts typically range from 25% to 50% of the total booking fee, depending on:

• The scope and duration of the assignment
• The number of models required
• Travel or accommodation requirements
• Usage rights and licensing terms
• Lead time before the scheduled booking

2.3 Payment Terms

Full payment for modeling services is typically due:

• 50% deposit upon booking confirmation
• 50% balance payment 7 days before the assignment
• Or full payment 14 days before the assignment

Specific payment terms are outlined in individual booking confirmations and contracts.

3. Cancellation Policy for Clients

3.1 Cancellation Timeline

Clients may cancel bookings according to the following terms:

3.2 Cancellation Procedures

To cancel a booking, clients must:

1. Submit cancellation request in writing via email to [email protected]
2. Include booking reference number and scheduled date
3. Provide reason for cancellation (for our records)
4. Await confirmation of cancellation and refund details

Cancellation is effective from the date we receive written notice, not the date the cancellation decision was made.

3.3 Force Majeure Exceptions

In cases of force majeure events (natural disasters, pandemics, government-mandated closures, etc.), we will work with clients to reschedule assignments or provide appropriate refunds based on circumstances. Force majeure refunds are assessed on a case-by-case basis.

4. Model Cancellations and Replacements

4.1 Agency-Initiated Cancellations

If Top Dubai Elite must cancel a confirmed booking due to circumstances within our control, clients are entitled to:

• Full refund of all payments made, including deposits
• Priority booking for future assignments
• Reimbursement of any non-refundable expenses incurred in preparation for the booking

4.2 Model Unavailability

If a confirmed model becomes unavailable due to illness, emergency, or other circumstances:

• We will immediately propose suitable replacement models of equal or greater quality
• Clients may accept the replacement or cancel without penalty
• If client cancels, full refund is provided
• If no suitable replacement is available, full refund is automatic

4.3 Model Replacement Procedures

Our commitment to professionalism means we maintain relationships with numerous qualified models to ensure seamless replacements when necessary. Replacement models are carefully selected to match the original casting requirements and client specifications.

5. Weather and Location-Related Cancellations

5.1 Weather Cancellations

For outdoor shoots affected by severe weather:

• Rescheduling to an alternative date is the preferred solution
• If rescheduling is not possible, refunds are provided minus actual costs incurred
• Models retain their booking fee if they arrived on-site before cancellation
• Travel expenses incurred by models are client responsibility regardless of cancellation

5.2 Location Unavailability

If a booked location becomes unavailable and no suitable alternative can be arranged, clients may cancel without penalty or reschedule to a mutually agreeable date.

6. Payment Disputes and Resolution

6.1 Service Quality Concerns

If clients are dissatisfied with service quality, they must:

1. Report concerns in writing within 48 hours of the assignment
2. Provide specific details and documentation (photos, videos, correspondence)
3. Allow us opportunity to investigate and respond
4. Participate in good-faith resolution discussions

6.2 Dispute Resolution Process

We are committed to resolving disputes fairly:

• All disputes are reviewed by senior agency management
• We investigate thoroughly, considering evidence from all parties
• Resolution options may include partial refunds, credit toward future bookings, or other remedies
• Decisions are made within 5-7 business days of receiving complete information

6.3 Chargebacks

7. Refund Processing and Timeline

7.1 Refund Methods

Refunds are processed using the original payment method whenever possible. If the original method is unavailable, we will arrange an alternative refund method in consultation with the client.

7.2 Processing Timeline

Approved refunds are processed according to the following timeline:

• Credit Card Refunds: Processed within 5-7 business days; may take 10-14 days to appear on statements
• Bank Transfers: Processed within 7-10 business days
• Other Payment Methods: Timeline varies by method; typically 10-14 business days

7.3 Refund Confirmations

Clients receive email confirmation when refunds are processed, including:

• Refund amount and breakdown
• Processing date
• Expected timeline for funds to appear
• Reference number for tracking

8. Non-Refundable Services and Expenses

8.1 Non-Refundable Items

The following are non-refundable regardless of cancellation timing:

• Third-party expenses already incurred (travel, accommodations, venue rentals)
• Custom wardrobe or props purchased specifically for the assignment
• Permits, licenses, or location fees already paid
• Hair and makeup services already performed
• Photography or videography services already rendered

8.2 Expense Reimbursements

When cancellations occur after expenses have been incurred, clients are responsible for reimbursing actual documented costs, even if the booking fee is refunded. Detailed receipts and documentation will be provided.

9. Model Payment Protection

9.1 Guaranteed Model Payments

Top Dubai Elite guarantees model payments for completed assignments. If clients fail to pay, we ensure models receive their compensation and pursue collection from clients independently.

9.2 Partial Assignment Completion

If an assignment is partially completed before cancellation by client:

• Models receive full payment for time worked
• Clients are charged for services rendered
• Remaining balance follows standard cancellation policy

9.3 Model Cancellation Penalties

Models who cancel confirmed bookings without legitimate reasons may face:

• Financial penalties as specified in representation agreements
• Suspension of booking privileges
• Termination of agency representation for repeated violations

10. Special Circumstances and Exceptions

10.1 Medical Emergencies

In cases of genuine medical emergencies affecting models or clients, we work to find reasonable solutions including rescheduling or partial refunds. Medical documentation may be required.

10.2 Travel Disruptions

For international assignments affected by travel disruptions (flight cancellations, visa issues, etc.), solutions are negotiated case-by-case, considering circumstances and fault.

10.3 Production Changes

If clients significantly change assignment scope, duration, or requirements after booking confirmation, the original contract may be terminated and rebooked under new terms, or additional fees may apply.

11. Booking Modifications

11.1 Date Changes

Clients may request date changes subject to model availability:

• More than 14 days notice: Free date change if model is available
• 7-14 days notice: Administrative fee of 10% may apply
• Less than 7 days notice: Treated as cancellation and rebooking

11.2 Scope Modifications

Changes to assignment scope, location, duration, or usage rights may result in price adjustments. Significant modifications may require new booking confirmations.

12. Contact Information for Refund Requests

For cancellations, refund requests, or payment concerns, please contact us:

13. Policy Updates

Top Dubai Elite reserves the right to modify this Refund Policy at any time. Changes are effective immediately upon posting to our website. Bookings confirmed before policy changes remain subject to the policy in effect at the time of booking.

We encourage clients and models to review this policy periodically. Continued use of our services after policy modifications constitutes acceptance of the updated terms.