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Refund Policy - ShowrProto
Refund Policy
Last Updated: January 2025
1. Introduction
This Refund Policy outlines the terms and conditions under which ShowrProto ("we," "us," or "our") will process refunds for equipment rentals, studio bookings, and production services. This policy should be read in conjunction with our Terms & Conditions.
Important: By making a booking or purchasing our services, you acknowledge that you have read, understood, and agree to this Refund Policy.
2. Cancellation and Refund Terms
2.1 Equipment Rental Cancellations
Our refund policy for equipment rentals is based on the timing of your cancellation notice:
| Cancellation Notice Period |
Refund Amount |
Details |
| More than 14 days before rental start date |
90% refund |
10% administration fee applies |
| 7-14 days before rental start date |
50% refund |
50% cancellation fee applies |
| 3-6 days before rental start date |
25% refund |
75% cancellation fee applies |
| Less than 3 days before rental start date |
No refund |
Full payment retained |
2.2 Studio Rental Cancellations
For podcast studio and production space bookings:
| Cancellation Notice Period |
Refund Amount |
Details |
| More than 14 days before booking date |
90% refund |
10% administration fee applies |
| 7-14 days before booking date |
50% refund |
50% cancellation fee applies |
| Less than 7 days before booking date |
No refund |
Full payment retained |
2.3 Production Services Cancellations
For filming and production services:
- More than 21 days notice: 80% refund (20% administration and planning fee)
- 14-21 days notice: 50% refund (50% cancellation fee)
- 7-13 days notice: 25% refund (75% cancellation fee)
- Less than 7 days notice: No refund (full payment retained)
Note: Production services involve significant advance planning, crew scheduling, and resource allocation. Earlier cancellation notice allows us to minimize losses and potentially rebook services.
3. How to Request a Cancellation or Refund
3.1 Cancellation Process
To cancel a booking and request a refund:
- Submit written notice: Email us at refunds@showrproto.pro with your booking reference number
- Include required information:
- Full name and contact details
- Booking reference number
- Original booking date
- Reason for cancellation (optional but appreciated)
- Confirmation: We will acknowledge your cancellation request within 2 business days
- Refund processing: Eligible refunds will be processed according to Section 4 below
3.2 Cancellation Timing
Cancellation requests are processed based on when we receive your written notice, not when you decide to cancel. We recommend using email with read receipt for tracking purposes.
Business Hours: Cancellation notices received outside business hours (Monday-Friday, 09:00-18:00 GMT) will be processed on the next business day.
4. Refund Processing
4.1 Processing Time
Once your cancellation is approved and a refund is due:
- Refund authorization: Within 3-5 business days of cancellation approval
- Refund to original payment method: 5-10 business days (depending on your bank or card issuer)
- Total processing time: Up to 15 business days from cancellation approval
4.2 Refund Method
Refunds will be processed to the original payment method used for booking:
- Credit/Debit Card: Refunded to the same card used for payment
- Bank Transfer: Refunded to the originating bank account
- Alternative methods: May be arranged for specific circumstances upon request
4.3 Refund Confirmation
You will receive email confirmation when:
- Your refund request has been approved
- The refund has been processed by ShowrProto
- You should contact your bank if funds are not received within the stated timeframe
5. Non-Refundable Circumstances
5.1 No Refunds Will Be Issued For:
- No-shows: Failure to collect equipment or attend studio bookings without prior cancellation
- Late cancellations: Cancellations made within the no-refund period specified above
- Completed services: Services that have already been provided or equipment already collected
- Client negligence: Inability to use services due to client error or lack of preparation
- Technical incompetence: Lack of knowledge or skill in operating equipment
- Change of mind: Simple change of plans after the no-refund period has begun
- Third-party issues: Problems with your vendors, clients, or other third parties
- Weather conditions: Unless weather makes access to our facilities physically impossible
5.2 Partial Services
If you use only part of your booking (e.g., return equipment early or use less studio time), no partial refunds will be issued unless:
- Early return was requested by ShowrProto
- Equipment malfunction made continued use impossible
- Other circumstances outlined in Section 7 (ShowrProto-initiated cancellations) apply
6. Rescheduling as an Alternative to Cancellation
6.1 Rescheduling Benefits
Instead of cancelling and losing cancellation fees, you may choose to reschedule:
- More than 7 days notice: One free rescheduling allowed
- Less than 7 days notice: Rescheduling fee of 15% applies
- Subject to availability: New dates must be available
- Same value booking: Rescheduled booking must be of equal or greater value
6.2 Rescheduling Process
To reschedule a booking:
- Contact us at bookings@showrproto.pro
- Provide your booking reference and preferred new dates
- We will confirm availability and any applicable fees
- Confirm your acceptance of the new booking dates
6.3 Rescheduling Limitations
- Rescheduling must occur within 6 months of original booking date
- Only one free rescheduling per booking
- Additional rescheduling requests will incur fees
- Rescheduling is subject to equipment and studio availability
7. ShowrProto-Initiated Cancellations
7.1 Full Refund Circumstances
You will receive a 100% refund if ShowrProto cancels your booking due to:
- Equipment unavailability: Equipment is damaged, lost, or otherwise unavailable through no fault of yours
- Facility issues: Studio or facilities become unavailable due to unforeseen circumstances
- Force majeure: Natural disasters, government restrictions, or other events beyond our control
- Our error: Administrative mistakes or overbooking by ShowrProto
7.2 Refund Process for ShowrProto Cancellations
If we cancel your booking:
- We will notify you as soon as possible
- Full refund will be processed automatically
- We will offer rebooking options if desired
- Refund will be processed within 5-7 business days
7.3 Alternative Solutions
In case of ShowrProto-initiated cancellations, we will attempt to:
- Provide equivalent replacement equipment
- Offer alternative studio dates at no extra charge
- Recommend partner services if we cannot fulfill your booking
8. Equipment Malfunction and Service Issues
8.1 Equipment Defects
If equipment is defective or malfunctions during your rental:
- Notify us immediately: Contact us as soon as the issue is discovered
- Do not continue using faulty equipment: This may cause further damage
- We will provide solutions:
- Replacement equipment if available
- Repair service (if possible within your rental period)
- Partial refund for affected portion of rental
8.2 Refunds for Defective Equipment
Refund amounts for equipment issues depend on several factors:
- Complete equipment failure: Full refund for affected days
- Partial functionality issues: Partial refund at our discretion
- Minor issues not affecting use: No refund, but issue will be noted
8.3 Client Responsibilities
To qualify for refunds due to equipment issues, you must:
- Report problems immediately upon discovery
- Provide reasonable evidence of malfunction (photos, videos, descriptions)
- Allow us opportunity to inspect equipment
- Not have caused damage through misuse or negligence
9. Deposits and Advance Payments
9.1 Deposit Refunds
Deposits paid to secure bookings are subject to the same refund terms as outlined in Section 2.
9.2 Security Deposits
Security deposits for equipment protection:
- Full refund: When equipment is returned undamaged and complete
- Partial refund: If minor damage or missing accessories (repair/replacement cost deducted)
- No refund: If equipment is significantly damaged, lost, or not returned
- Refund timing: Within 7-10 business days after equipment inspection
9.3 Advance Payment Terms
Full advance payments for services are non-refundable unless:
- Cancelled within the full refund period (more than 14 days for equipment/studio)
- ShowrProto cancels the booking
- Agreed upon in special circumstances
10. Special Circumstances and Exceptions
10.1 Emergency Situations
We understand that genuine emergencies occur. In cases of:
- Medical emergencies (documentation may be required)
- Family bereavement
- Natural disasters affecting your location
- Other extraordinary circumstances
We may consider exceptions to our standard refund policy on a case-by-case basis. Contact us immediately to discuss your situation.
10.2 Goodwill Gestures
At our sole discretion, we may offer:
- Credit toward future bookings instead of refunds
- Partial refunds in circumstances not covered by policy
- Extended rescheduling windows
- Discounted rebooking rates
10.3 Loyalty Clients
Regular clients with a history of bookings may be eligible for:
- More flexible cancellation terms
- Reduced cancellation fees
- Extended rescheduling options
11. Dispute Resolution
11.1 Refund Disputes
If you disagree with a refund decision:
- Contact us directly: Email disputes@showrproto.pro with:
- Your booking reference
- Detailed explanation of your dispute
- Supporting documentation
- Internal review: We will review your case within 5 business days
- Response: You will receive a written response with our decision and reasoning
- Final decision: If unsatisfied, you may pursue resolution through appropriate legal channels
11.2 Chargeback Policy
Important: Initiating a chargeback without first contacting us may result in:
- Inability to resolve the matter amicably
- Suspension of future services
- Additional administrative costs being charged
Please contact us first to resolve any payment disputes.
12. Consumer Rights (UK)
12.1 Your Statutory Rights
Nothing in this Refund Policy affects your statutory rights under UK law, including:
- Consumer Rights Act 2015
- Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013
- Other applicable consumer protection legislation
12.2 Distance Selling Regulations
For bookings made online or by telephone (distance contracts):
- You may have additional cancellation rights under distance selling regulations
- A 14-day cooling-off period may apply for certain services
- Contact us for specific information about your statutory cancellation rights
12.3 Faulty Services
If our services are not as described, defective, or not fit for purpose:
- You may be entitled to repair, replacement, or refund under consumer law
- These rights exist regardless of our refund policy
- Contact us immediately to report any issues
13. Changes to This Refund Policy
We reserve the right to modify this Refund Policy at any time. Changes will:
- Be posted on our website with an updated "Last Updated" date
- Apply to bookings made after the update date
- Not affect existing bookings made under previous policy terms
14. Contact Information
For questions about this Refund Policy or to request a refund:
15. Acknowledgment
By making a booking with ShowrProto, you acknowledge that you have read, understood, and agree to this Refund Policy. You understand that refund eligibility depends on the timing of your cancellation notice and the specific circumstances of your booking.
Recommendation: We encourage you to:
- Book with confidence knowing our policies
- Consider travel insurance or cancellation insurance for valuable bookings
- Contact us early if you anticipate needing to cancel
- Choose rescheduling over cancellation when possible to avoid fees
© 2025 ShowrProto. All rights reserved.
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