Refund Policy

1. Overview

At Virtuvara Studio, we are committed to delivering exceptional digital experiences and creative technology solutions. This Refund Policy outlines the conditions under which refunds may be issued for our services, including digital world building, 3D asset production, real-time experience development, and related offerings.

Due to the custom, digital nature of our work and the substantial time and resources invested in each project, our refund policy differs from traditional physical goods. We encourage open communication throughout the project lifecycle to ensure alignment and satisfaction.

2. Deposits and Upfront Payments

2.1 Non-Refundable Deposits

All initial deposits and upfront payments are non-refundable. These payments secure your project slot in our production schedule and cover initial discovery, planning, resource allocation, and administrative costs. By making a deposit, you acknowledge and agree that this amount will not be refunded should you decide to cancel the project.

2.2 Milestone Payments

Payments made for completed and approved milestones are non-refundable. Once a milestone has been presented to the client and approval has been given (either explicitly or through acceptance of deliverables and continuation to the next phase), the associated payment is considered earned.

3. Cancellation by Client

3.1 Before Work Commences

If you cancel your project before any substantive work has begun (defined as the commencement of production work beyond initial planning and discovery), you may be eligible for a partial refund of any amounts paid in excess of the non-refundable deposit. The deposit amount will be retained.

3.2 During Active Production

If you cancel a project after production work has commenced, you are responsible for payment of all work completed up to the date of cancellation notice, calculated on a pro-rata basis or according to the milestone schedule, whichever is greater. Any unused portion of payments made for future, uncompleted milestones may be refunded at our discretion, less any costs already incurred for the project.

3.3 Completed Projects

No refunds are provided for completed projects where final deliverables have been delivered and accepted. Once final assets, source files, or applications have been transferred to the client, the project is considered complete and all payments are final.

4. Unsatisfactory Work and Revisions

4.1 Revision Rounds

Our project agreements include a specified number of revision rounds at each milestone. We encourage clients to provide comprehensive, consolidated feedback during these rounds to ensure the final product meets expectations. Dissatisfaction with creative direction or specific design choices does not automatically qualify for a refund if we have adhered to the agreed-upon scope and have accommodated the included revision rounds.

4.2 Material Breach of Agreement

If Virtuvara Studio materially fails to deliver the agreed-upon deliverables as defined in the project scope and statement of work, and such failure is not remedied within a reasonable cure period, the client may be entitled to a refund of payments made for the undelivered portion of the work. This determination will be made on a case-by-case basis following a review of project communications and deliverables.

5. Technical Issues and Platform Limitations

5.1 Performance Expectations

We strive to optimize all projects for the agreed-upon target platforms. However, real-time 3D applications are subject to hardware variations, driver updates, and platform-specific limitations. We do not guarantee specific performance metrics (e.g., exact frame rates) across all possible hardware configurations unless explicitly stated in the project specifications.

5.2 Post-Delivery Support

A warranty period is defined in each project agreement. During this period, we will address and rectify any defects or bugs that prevent the deliverables from functioning as documented. This warranty does not cover issues arising from:

• Modifications made by the client or third parties after delivery
• Changes to third-party platforms, engines, or operating systems
• Use of deliverables in ways not intended or documented
• Hardware incompatibilities beyond reasonable expectations

Issues covered under the warranty period will be resolved at no additional cost. Warranty claims do not qualify for refunds unless we are unable to resolve a critical, project-breaking issue.

6. Digital Products and Instant Downloads

For any standalone digital products, asset packs, or templates sold directly through our website with instant download access, all sales are final and non-refundable. Due to the digital nature of these products, once the files have been downloaded, we cannot issue a refund. Please review product descriptions, previews, and system requirements carefully before purchasing.

7. Force Majeure and Unforeseen Circumstances

Virtuvara Studio is not liable for delays or failures in performance resulting from circumstances beyond our reasonable control, including but not limited to natural disasters, acts of war, government restrictions, pandemic events, or major technology infrastructure failures. In such events, we will work with clients to find mutually agreeable solutions, which may include revised timelines or, in extreme cases, partial refunds for work that cannot be completed due to such events.

8. Refund Request Procedure

8.1 Submitting a Request

All refund requests must be submitted in writing via email to info@virtuvara-studio.com. The request should include:

• Client name and project identifier
• Detailed reason for the refund request
• Supporting documentation or correspondence
• Specific amount being requested

8.2 Review Process

Upon receiving a written refund request, we will acknowledge receipt within three (3) business days. We will then review the request, which may involve a review of all project communications, deliverables, and the executed service agreement. We may schedule a call to discuss the situation and explore potential resolutions before making a determination.

8.3 Determination and Processing

A final determination will typically be provided within fourteen (14) business days. If a refund is approved, it will be processed using the original method of payment. Please allow 5-10 business days for the refund to appear in your account, depending on your financial institution.

9. Chargebacks and Payment Disputes

We encourage clients to contact us directly with any payment concerns before initiating a chargeback or payment dispute with their bank or credit card provider. Chargebacks filed without first attempting resolution with us may result in the immediate suspension of all services and may be contested based on the terms of this Refund Policy and the executed project agreement. Any costs incurred by us in defending against an unwarranted chargeback may be billed to the client.

10. Exceptions

Any exceptions to this Refund Policy must be explicitly agreed upon in writing by an authorized representative of Virtuvara Studio. Verbal agreements or representations made by staff members that contradict this policy are not binding unless confirmed in writing.

11. Changes to This Policy

We reserve the right to modify this Refund Policy at any time. Changes will be posted on this page with an updated "Last Updated" date. The policy in effect at the time of your project agreement will generally govern that specific project, unless otherwise noted.

12. Contact Information

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