Legal
How bookings, postponements, cancellations and refunds work at Aavira Films.
Draft prepared for review
This Refund & Cancellation Policy is a working draft prepared for internal review. It has not yet been reviewed or approved by a qualified Indian lawyer or chartered accountant, and it must be reviewed and signed off by both before it is published as binding or relied upon by anyone.
Nothing on this page is legal, tax or financial advice. Until that review is complete, the terms actually agreed with you in writing take precedence over anything stated here.
Last updated · 24 August 2026
This Refund & Cancellation Policy applies to photography and film services booked with Aavira Films, and to any advance or booking amount paid to reserve a date. It is read together with our Terms of Service and with the individual booking agreement signed for your event. Where your signed booking agreement says something different from this page, the booking agreement takes precedence. Aavira Films is a brand operated by KSBM INFOTECH PVT LTD.
An enquiry, a quotation or a held date is not a booking. A date is reserved only when both of the following have happened: the scope, dates, deliverables and fee are agreed in writing, and the booking amount has been received and acknowledged by us. Until both have happened, the date remains open to other couples, and we are not obliged to hold it.
The booking amount is a retainer that reserves your date. From the moment we accept it we stop quoting that date, decline other enquiries for it, and begin allocating a team to it. For that reason, if you cancel, the booking amount is ordinarily not refundable. It is not forfeited in every situation. The booking amount is refunded in full where we cancel, where we are unable to perform, or where the booking is ended by mutual agreement before we have turned away other work for your date. It can also be carried forward to a rescheduled date under "Date changes and postponement" below.
Because a wedding date can rarely be re-sold at short notice, what is payable on cancellation depends on how much notice we have. The following applies to the total agreed fee, and the booking amount counts towards it: • More than 90 days before the first event date — the booking amount is retained. Nothing further is payable. • 90 to 46 days before — the booking amount is retained, plus 25% of the remaining fee. • 45 to 15 days before — the booking amount is retained, plus 50% of the remaining fee. • 14 days or fewer before, or a cancellation on the event date itself — the full agreed fee remains payable. Where you have already paid more than the amount payable under this scale, the difference is refunded to you. Where you have paid less, the difference remains due. Costs already committed and third-party costs are handled separately below. Cancellations must be sent to us in writing. The date we receive that written notice is the date used in the scale above.
We would always rather move a date than lose it, and we will work with you to do that. One postponement is allowed without a rescheduling charge, provided you tell us in writing as early as you reasonably can, the new date falls within 12 months of the original date, and our team is available on it. The booking amount and everything else you have paid carries across to the new date. If the specific team you booked is not free on the new date, we will offer an equivalent team of the same standard wherever we can. If neither the original nor an equivalent team is available, the booking is treated as a cancellation, using the notice period as at the date you asked to postpone. If the new date falls in a different season, or on a peak date, the difference in fee is payable. We do not reduce the agreed fee if the new date happens to be a quieter one. Costs already committed to the original date remain payable.
Once a booking is confirmed we start spending on it. Once genuinely incurred, the following are not recoverable in a cancellation or a postponement: • team allocation — the fees committed to the photographers, cinematographers, assistants and editors held for your dates; • travel and accommodation booked for the team — flights, trains, road travel, hotels; • equipment or specialist gear hired specifically for your brief; • permits, venue charges and location fees paid on your behalf. Where any of these can still be cancelled or recovered — a hotel inside its free-cancellation window, for example — we will cancel it and pass the recovered amount back to you. We will show you these amounts rather than simply net them off.
Parts of a commission are bought in from other suppliers: album and print production, drone permissions, LED walls, live-streaming bandwidth, external colourists, and music licences. These are billed at cost and are refundable only to the extent that the third party actually refunds us. We will identify which parts of your quotation are third-party costs before you pay them, so it is clear which amounts carry this risk.
Where a cancellation happens after we have shot your event, editing work already carried out is charged pro rata against the agreed post-production fee, based on the stages completed — culling and selection, colour grading, photo retouching, film edit versions, and anything already delivered to you. Raw, unedited or unculled files are not released as a substitute for a refund. They are working material, not a deliverable, unless your booking agreement says otherwise in writing.
An album, photo box or print order moves into production only after you approve the final layout in writing. From the moment of that approval the order cannot be cancelled or refunded, because it is manufactured to your specification and has no resale value to anyone else. Before approval you may cancel an album order and receive a refund of the album component, less any design and layout work already done. If a printed item arrives damaged, or is materially different from the layout you approved, we will replace it at no cost to you.
We will deliver the agreed deliverables within the timeline stated in your booking agreement. If we are running late, you will hear it from us with a revised date — we will not let a deadline pass in silence. If we fail to deliver an agreed deliverable at all, and the failure is ours, you are entitled to a refund of the amount paid for that deliverable. Delays caused by something we are waiting on from you — song choices, name spellings, album selections, approvals, or an outstanding balance — extend the delivery timeline by the length of the wait.
Illness, accident, equipment failure and bereavement can affect us too. If we cannot attend or complete your event: • we will make every reasonable effort to send an equivalent team of the same standard, at no additional cost to you; • if we cannot, we will refund in full every amount you have paid for the parts we were unable to deliver, including the booking amount; • our total liability in that situation is limited to the fees you have actually paid us, which is the position set out in our Terms of Service.
Neither of us is in breach of the agreement for failing to perform because of something outside reasonable control — a natural disaster, an epidemic or pandemic, a government order or restriction, a curfew, civil unrest, an act of terrorism, war, a strike, an extended failure of transport or power, or a death in the immediate family. In those circumstances postponement is the first remedy, on the terms above, with no rescheduling charge and the booking amount carried forward. Where postponement is genuinely impossible, amounts paid are refunded after deducting costs already irrecoverably committed, third-party costs that cannot be recovered, and work already performed. Beyond that, neither party owes the other compensation.
You may reduce the scope of a booking — dropping an event, a day or a deliverable — up to 45 days before the first event date, and the fee will be adjusted accordingly, subject to costs already committed. A reduction requested inside 45 days is treated as a partial cancellation, because by then the team, the travel and often the equipment are already committed to your dates.
Tell us within 15 days of delivery and give us a fair chance to put it right. Where the concern is about the edit — colour, selection, sequencing, music or pacing — we will re-edit at no charge, within the revision rounds set out in your agreement. Photography and film are creative services. A difference of taste about a creative decision made within the brief we agreed is not a defect, and is not a ground for a refund. A genuine failure — corrupted files, agreed coverage that was missed, work that was not delivered — is, and is handled under "Our delivery obligations" above.
Write to our contact page with your name, your event date, your booking reference and what you are asking for. We will acknowledge your request within 3 working days and give you a decision within 15 working days. Approved refunds are paid in Indian Rupees to the original payment method, normally within 21 working days of approval. We deduct only what this policy allows us to deduct, together with any payment-gateway charge we cannot recover and any tax already remitted to the authorities that cannot be reclaimed. Once we release a refund, the time your bank or card issuer takes to post it is outside our control.
Unless a quotation says otherwise, fees are exclusive of applicable taxes. Where tax has been charged and already deposited with the authorities, a refund is net of that tax to the extent it cannot be reclaimed. Your own tax position on any refund should be confirmed with your chartered accountant — nothing on this page is tax advice.
This policy is governed by the laws of India. We would much rather resolve a disagreement by talking, so please raise it with us directly first. Where a matter cannot be settled that way, it is subject to the jurisdiction of the courts named in your booking agreement.
For anything about a booking, a cancellation or a refund, please reach us through the contact page on this website. Post: India