Refund Policy

RoomCraft Design Studio is committed to delivering exceptional design work and maintaining a fair, transparent relationship with every client. This Refund Policy outlines the conditions under which refunds may be issued for our interior design, 3D visualization, and related professional services. It applies to all service tiers and project types offered by our studio.

Because our services are custom, creative, and professional in nature — involving significant time, skill, and intellectual investment from the outset of every project — refunds are handled on a case-by-case basis with careful consideration of the work completed, the circumstances of the request, and the terms agreed upon at project initiation. We do not operate a simple "no questions asked" return policy, as the nature of bespoke design services does not permit it.

We believe strongly in client satisfaction. If you have concerns about the quality, scope, or delivery of our work at any stage of the project, we encourage you to contact us directly before initiating any formal refund or payment dispute process. In the vast majority of cases, we are able to resolve issues through open communication, additional revisions, or a negotiated resolution that serves both parties fairly and professionally.

Interior design and 3D visualization are custom professional services. Unlike physical products, design work cannot be "returned" once created. Each project involves hours of skilled, bespoke creative work tailored specifically to the client's space, preferences, brief, and vision. This fundamentally distinguishes our services from retail or e-commerce transactions where a standard return policy applies.

When you commission a project with RoomCraft Design Studio, you are purchasing our professional time, expertise, and creative skill applied to your specific project — along with a structured design process, direct communication, and professional support throughout the engagement lifecycle. None of these resources can be reclaimed once expended.

• Our team begins substantive work — including research, briefing analysis, and concept development — immediately upon receipt of the deposit
• Deliverables (renders, floor plans, moodboards, specifications) are produced exclusively for each client and have no resale or reuse value for the studio
• Time invested in project setup, scheduling, client communication, and design ideation represents real cost that cannot be recovered upon cancellation
• Opportunity cost is incurred from the moment we reserve capacity in our schedule for your project

By engaging our services, you acknowledge that you are purchasing a custom creative service and accept that refund eligibility is governed by the specific conditions described in this policy, rather than a general product return policy. This policy is designed to be fair to both parties — protecting the Client's legitimate interests while also recognizing the irreversible investment of professional time and creative skill.

All projects require a non-refundable deposit of 50% of the total project fee, payable upon acceptance of the project proposal. This deposit serves as a mutual commitment from both parties to the project engagement and covers the initial work undertaken before any formal deliverables are produced or shared.

The deposit specifically covers the following categories of work and cost, all of which commence immediately upon payment:

• Client briefing and discovery: Time spent reviewing your brief, researching your space, clarifying requirements, and preparing for the design process
• Initial concept development and ideation: Early creative work, reference gathering, style direction exploration, and preliminary space planning
• Internal project setup: Scheduling, resource allocation, software preparation, and file structure creation specific to your project
• Opportunity cost: The commitment of our studio's capacity and availability to your project, during which we may decline other work
• Administrative overhead: Proposal preparation, contract management, communication setup, and project administration

Because this work begins immediately and cannot be undone, the deposit is non-refundable under all circumstances of client-initiated cancellation, regardless of the stage at which cancellation occurs. This is a standard industry practice for professional creative services and is communicated clearly before any payment is requested.

The following outlines the specific circumstances under which refunds are assessed and the standard outcome in each case. Every situation is reviewed individually with reference to the project record, correspondence, and deliverables, but these scenarios represent our consistent approach to refund decisions.

You may cancel your project at any time by providing written notice to our studio via email. All cancellations must be made in writing; verbal cancellations are not accepted and do not constitute formal notice. The financial implications of cancellation depend on the stage of the project at the time written notice is received, as outlined in Section 04.

Project pause vs. cancellation: If you need to temporarily pause a project due to personal circumstances, construction delays, change in living situation, or other reasons outside your control, we are generally happy to accommodate a project pause of up to 60 days at no additional charge, subject to our schedule availability at the time of reactivation. Pause requests must also be made in writing with a proposed restart date.

Extended pauses: If a pause extends beyond 60 days without active communication from the Client, we reserve the right to treat the project as cancelled, with fees assessed for all work completed to date. We will send two written notices before treating the project as abandoned, providing the Client an opportunity to confirm their intention to continue.

Reactivation after cancellation: If a previously cancelled project is later reactivated at the Client's request, it will be treated as a new engagement. A new proposal will be issued reflecting any changes in pricing, scope, or timeline, and a new deposit will be required. We cannot guarantee availability for reactivated projects and will accommodate them based on our current schedule.

Studio credit option: In some cancellation scenarios, rather than issuing a monetary refund, we may offer studio credit toward a future project as an alternative. This option may be more favorable depending on the timing and circumstances of the cancellation and will always be offered transparently alongside any applicable monetary refund calculation.

Before initiating a formal dispute, payment reversal, or chargeback with your bank or card provider, we strongly encourage all clients to contact us directly. The vast majority of concerns can be resolved quickly and fairly through direct communication, without involving third parties. Our team is committed to responding to all client concerns within one business day.

Our preferred dispute resolution process is structured as follows:

• Step 1 — Direct contact: Email our studio with a clear, written description of the concern, including the project name, the specific deliverable or issue in question, and what outcome you are seeking. We will acknowledge receipt within 24 hours and confirm our review timeline.
• Step 2 — Internal review: We will review the concern thoroughly against the project brief, all delivered files, revision records, and correspondence. This review typically takes 3–5 business days. We may request a video or written Q&A to better understand your concern.
• Step 3 — Resolution proposal: We will propose a resolution, which may include additional complimentary revisions, a partial credit, a partial monetary refund, timeline extension, or another mutually acceptable outcome. We will explain our reasoning clearly in writing.
• Step 4 — Agreement or escalation: If the proposed resolution is acceptable, we implement it promptly. If not, we engage in further discussion until a resolution is reached or, in the rare case of an irreconcilable dispute, proceed to formal arbitration as described in our Terms of Service.

We ask that all dispute communications be conducted respectfully and professionally. We hold ourselves to the same standard in all circumstances and will never dismiss a concern or become defensive in response to legitimate feedback. Our goal is always a fair and honest resolution.

Initiating a chargeback or payment reversal through your bank or card provider without first contacting us and allowing us a reasonable opportunity to resolve the matter is considered a material breach of our Terms of Service. Chargebacks initiated without prior good-faith communication forfeit any entitlement to refund consideration through our internal process and may result in immediate suspension of services, pursuit of outstanding fees, and legal action to recover disputed funds and associated costs.

We take chargebacks very seriously because they directly and disproportionately harm small creative studios. We maintain detailed, time-stamped records of all project correspondence, written approvals, delivered files, revision histories, and payment receipts. All such documentation will be submitted to our payment processor and, if necessary, to a court or arbitrator in defense of any fraudulent or unjustified chargeback claim.

If you have a genuine concern about a payment, a deliverable, or the conduct of your project, please contact us first. We have a strong track record of resolving concerns fairly and quickly through direct communication, and we would always prefer to do so rather than engage in a formal dispute process that is costly and time-consuming for both parties.

Where a refund has been formally agreed upon and approved through our resolution process, it will be processed in accordance with the following schedule and method. We aim to process all approved refunds as promptly as possible.

All approved refunds are issued in US Dollars (USD). If you made a payment using a currency other than USD and a conversion was applied by your bank or payment provider, refunds will be issued in USD at the original exchange rate used at the time of payment. We are not responsible for currency conversion losses, exchange rate fluctuations, or any additional fees charged by your bank, card issuer, or payment intermediary.

You will receive written confirmation of any approved refund, the amount being returned, the method of processing, and the expected timeline before the refund is initiated. If your refund does not appear within the stated timeframe, we recommend first contacting your bank or card issuer, as processing delays frequently occur on the financial institution's side rather than ours.

We recognize that life is unpredictable and that extraordinary circumstances can arise that fall entirely outside the scenarios described in this policy. In cases of documented serious personal hardship, medical emergencies, bereavement, natural disasters, or other unforeseen events that make it genuinely impossible to continue a project, we are willing to consider exceptions to our standard refund terms on a case-by-case basis at our sole and reasonable discretion.

If you find yourself in such a situation, please contact us as early as possible. Early, transparent communication allows us to be significantly more flexible and accommodating than situations where we are informed late or retroactively. We are a small studio that values long-term relationships and genuine human connection with every client over rigid contractual outcomes in extraordinary circumstances.

• Documented serious medical emergency or prolonged illness preventing project continuation
• Death of a close family member or significant personal bereavement
• Major unforeseen change in the project space — such as property damage, change of tenancy, or compulsory relocation
• Natural disaster or other force majeure event directly preventing the project from proceeding
• Significant financial hardship caused by documented extraordinary circumstances beyond the Client's control

We may request supporting documentation in cases where a policy exception is sought. This is not intended to be intrusive but to ensure that our exception process is fair and not open to misuse. All such cases are handled with complete confidentiality and genuine empathy.

We may update this Refund Policy from time to time to reflect changes in our business practices, legal requirements, or industry standards. Any updates will be posted on this page with a revised "Last updated" date at the top. Material changes may also be communicated via a notice on our website homepage or in direct correspondence to clients with active project engagements.

The Refund Policy in effect at the time you entered into a project engagement with us — specifically at the time the deposit was paid — will govern that specific project, unless you explicitly agree in writing to be bound by an updated version. For new projects, the most current version of this policy applies automatically from the date of the project proposal.

Previous versions of this Refund Policy are retained in our records and are available upon written request. If you have questions about how a policy change might affect your existing project, or wish to understand what terms applied at the time you engaged with us, please contact us and we will provide a clear, written response.