Refund Policy

At ProWave Studios, we strive to ensure complete satisfaction with all our services and products. This Refund Policy outlines our terms and procedures for refunds, cancellations, exchanges, and returns for equipment rentals, equipment sales, podcast studio bookings, and professional videography services.

We encourage you to read this policy carefully before making any purchases or bookings. If you have questions, please contact us before completing your transaction.

1. Equipment Rental Refunds and Cancellations

1.1 Cancellation Policy

Rental cancellations are subject to the following terms based on notice provided:

1.2 How to Cancel Rental Reservations

To cancel a rental reservation:

1. Contact us via email at info@prowavestudios.lol or phone at +1 571 757 6582
2. Provide your reservation number and contact information
3. State the reason for cancellation (optional but appreciated)
4. Request cancellation confirmation via email

We will confirm your cancellation and refund eligibility within 24 hours.

1.3 Modification of Rental Bookings

• Rental dates can be modified without penalty if requested more than 48 hours in advance
• Equipment changes subject to availability
• Price adjustments may apply if switching to different equipment
• One free modification allowed per booking; subsequent changes may incur $25 administrative fee

1.4 Early Returns

• No refunds for early equipment returns
• Rental fees based on booked period, not actual usage
• Consider booking shorter rental periods if uncertain about duration
• Extensions available subject to equipment availability and additional charges

1.5 Equipment Malfunction During Rental

If equipment malfunctions due to no fault of yours:

• Notify us immediately
• We will provide replacement equipment when available
• Prorated refund issued if replacement unavailable
• Technical support provided free of charge
• Rental period extended at no cost if malfunction causes significant delays

1.6 Weather-Related Cancellations

For outdoor equipment rentals affected by severe weather:

• Full refund or free rescheduling for cancellations due to documented severe weather warnings
• Decision must be made at least 12 hours before scheduled pickup
• Official weather warnings or advisories must be in effect for rental area
• Rainy or cloudy weather alone does not qualify unless official warnings issued

2. Equipment Sales Refunds and Returns

2.1 Return Policy for New Equipment

New equipment purchases may be returned under the following conditions:

• Return window: 14 days from purchase date
• Condition: Unopened original packaging with all accessories
• Refund: Full purchase price minus 10% restocking fee
• Proof required: Original receipt or invoice
• Return shipping: Customer's responsibility unless item is defective

2.2 Return Policy for Used Equipment

Used equipment purchases may be returned under these terms:

• Return window: 7 days from purchase date
• Condition: Same condition as sold, with all included accessories
• Refund: Full purchase price minus 15% restocking fee
• Testing: Brief in-store testing allowed before final sale

2.3 Non-Returnable Items

The following items cannot be returned or exchanged:

• Clearance or "as-is" items (clearly marked at time of sale)
• Custom orders or special ordered equipment
• Consumables (batteries, cables, memory cards if opened)
• Software or digital products once activated
• Items damaged due to customer misuse
• Equipment purchased more than 14 days (new) or 7 days (used) ago

2.4 Defective Equipment

If equipment is defective or not functioning as described:

• Contact us within 48 hours of receipt
• We will arrange free return shipping
• Choice of full refund, replacement, or repair
• No restocking fees for defective items
• Manufacturer warranty honored for eligible items

2.5 Wrong Item Received

If you receive incorrect equipment:

• Notify us within 48 hours
• We will arrange free pickup and delivery of correct item
• Full refund if correct item unavailable
• No charges or fees applied

2.6 How to Return Equipment

To return purchased equipment:

1. Contact us via email or phone with your order number
2. Explain reason for return
3. Receive return authorization number (required for all returns)
4. Pack item securely in original packaging if possible
5. Include all accessories, manuals, and documentation
6. Ship to our address or schedule in-person return
7. Include return authorization number on package

2.7 Return Inspection Process

Upon receiving your return:

• We inspect equipment within 3-5 business days
• Verify condition matches return policy requirements
• Process refund if approved
• Contact you if issues discovered
• Refund issued to original payment method

2.8 Exchanges

• Exchanges available for equal or greater value items
• Price difference charged if exchanging for more expensive item
• Refund issued if exchanging for less expensive item (minus applicable restocking fee)
• Subject to stock availability
• One exchange per purchase; subsequent returns follow standard policy

3. Podcast Studio Booking Refunds

3.1 Cancellation Policy

3.2 Rescheduling Studio Sessions

• Free rescheduling if requested more than 72 hours in advance
• Subject to studio availability
• Must reschedule within 30 days of original booking
• One free reschedule per booking; subsequent changes incur $25 fee

3.3 Studio Unavailability

If we must cancel your studio session due to:

• Equipment malfunction
• Facility issues
• Overbooking (rare)

You will receive:

• Full refund or priority rescheduling
• 25% discount on rescheduled session
• Advance notice whenever possible

3.4 Late Arrivals

• Studio time begins at scheduled start time regardless of arrival time
• Late arrivals do not extend session or qualify for refunds
• If more than 30 minutes late, session may be cancelled with no refund
• Contact us if you anticipate being late

3.5 Monthly Studio Packages

• Monthly packages are non-refundable
• Unused sessions do not roll over to following month
• Individual sessions within package can be rescheduled (subject to standard rescheduling policy)
• Packages valid for 30 days from purchase date

4. Professional Videography Service Refunds

4.1 Deposit Policy

• 50% deposit required to secure booking
• Deposit is non-refundable in most circumstances
• Deposit applied to final project cost
• Deposit reserves date, crew, and equipment

4.2 Cancellation by Client

4.3 Rescheduling Videography Projects

• One free reschedule if requested more than 30 days in advance
• Must reschedule within 90 days of original date
• Subject to crew and equipment availability
• Subsequent rescheduling requests may incur fees
• Seasonal pricing differences may apply to rescheduled dates

4.4 Weather-Related Cancellations

For outdoor filming projects:

• Mutual agreement required if weather unsuitable
• Free rescheduling for documented severe weather
• Minor weather (light rain, clouds) typically does not qualify
• Decision made in consultation with client
• Indoor alternatives may be suggested

4.5 Cancellation by ProWave Studios

If we must cancel due to unforeseen circumstances:

• Full refund including deposit
• Priority rescheduling at original quoted price
• Additional compensation considered for significant inconvenience
• Advance notice provided whenever possible

4.6 Partial Service Refunds

If you're dissatisfied with videography services:

• Communicate concerns during revision process
• We include specified number of revisions in service agreement
• Additional revisions available at hourly rate
• Partial refunds considered on case-by-case basis for legitimate quality concerns
• No refunds after final deliverables accepted and downloaded

4.7 Scope Changes

• Project scope changes may affect pricing
• Additional charges apply for requests beyond original agreement
• No refunds for unused portions of original package if scope reduced
• Major scope changes require new service agreement

5. General Refund Terms

5.1 Refund Processing Time

Approved refunds are processed as follows:

• Credit card refunds: 5-10 business days to appear on statement
• Debit card refunds: 5-7 business days
• Cash refunds: Immediate if returned in person, or mailed check within 5 business days
• e-Transfer refunds: 1-3 business days

5.2 Refund Method

• Refunds issued to original payment method
• Cannot refund to different card or payment method for security reasons
• If original payment method unavailable, contact us for alternative arrangements
• Cash purchases refunded via cash or check

5.3 Partial Refunds

Partial refunds may be issued for:

• Returned equipment with minor damage or missing accessories
• Opened packaging on new equipment
• Late cancellations per policies above
• Service quality concerns (at our discretion)

5.4 No Refund Situations

Refunds will not be issued for:

• Services or rentals already provided/completed
• Failure to read or understand equipment instructions
• Incompatibility with your devices (if proper research not conducted)
• Change of mind after service completion
• Buyer's remorse on as-is or clearance items
• Force majeure events beyond our control (see Terms & Conditions)

6. Dispute Resolution

6.1 Reporting Issues

If you believe you're entitled to a refund or have concerns about our refund policy:

1. Contact us immediately via phone or email
2. Provide detailed explanation of issue
3. Include order/booking number and relevant documentation
4. Allow us 48 hours to review and respond

6.2 Complaint Process

• We investigate all refund requests fairly and promptly
• Decision communicated within 5 business days
• If denied, explanation provided with opportunity to appeal
• Appeals reviewed by management

6.3 Consumer Protection

Your consumer rights under Canadian law are not affected by this Refund Policy. If you believe your consumer rights have been violated, you may contact:

• Saskatchewan Consumer Protection
• Better Business Bureau
• Your credit card company for chargeback rights

7. Credits and Store Credit

7.1 Store Credit Option

In some situations, we may offer store credit instead of refund:

• Full value credit for eligible returns (no restocking fee)
• Valid for 12 months from issue date
• Transferable to others
• Combinable with promotions and discounts
• Can be applied to any service or purchase

7.2 Promotional Credits

• May be offered as compensation for service issues
• Terms specified at time of issue
• Typically non-transferable
• Expiration dates apply

8. Special Circumstances

8.1 Medical Emergencies

We understand emergencies happen. If you need to cancel due to medical emergency:

• Contact us as soon as possible
• Provide documentation (doctor's note, hospital admission, etc.)
• Full refund or free rescheduling considered on case-by-case basis
• We prioritize compassion in these situations

8.2 Death in Family

• Full refund or indefinite rescheduling available
• Documentation may be requested
• No cancellation fees applied

8.3 Pandemic or Public Health Emergencies

• Flexible policies implemented during public health emergencies
• Additional cancellation and rescheduling options available
• Communication provided if policies temporarily modified

9. How to Request a Refund

10. Policy Updates

We reserve the right to modify this Refund Policy at any time. Changes effective immediately upon posting to our website. Transactions completed before policy changes governed by policy in effect at time of transaction.

Significant changes will be communicated via:

• Email notification to registered customers
• Website homepage announcement
• Updated "Last Updated" date on this page

11. Contact Information

12. Acknowledgment

By making a purchase or booking with ProWave Studios, you acknowledge that you have read, understood, and agree to this Refund Policy. This policy should be read in conjunction with our Terms & Conditions and Privacy Policy.