Terms and Conditions | The Shades of the Life Studio

Terms and Conditions

Last Updated: 21/05/2025

Welcome to The Shades of the Life Oxford Digital Design and Visual Art Studio ("SOL"). By accessing or using our website and services, you agree to the following Terms and Conditions. Please read them carefully.

1. General Information

Business Name: The Shades of the Life Oxford Digital Design and Visual Art Studio (SOL)
Contact Email: info@theshadesofthelife.com
Address: 10 Broadhurst Gardens, Sandford-on-Thames, Oxford, OX4 4YQ, United Kingdom

These Terms govern your access to and use of SOL's website, digital services, and summer camps. If you do not agree with these Terms, please do not use our services.

2. Definitions

Client/User: Any person or entity who accesses our website or engages our services
Digital Services: AR/VR, 3D Design and Printing, Digital Art, Interactive Media
Summer Camps: Educational and recreational programmes offered during school holidays

3. Eligibility

You must be at least 18 years old to purchase services. For summer camps, a parent or guardian must register participants under the age of 18.

4. Privacy

Please refer to our Privacy Policy for information about how we collect, use, and protect your data.

5. Digital Services

5.1 Description

We offer custom digital services, including but not limited to AR and VR development, 3D design and printing, digital art, and interactive media projects.

5.2 Booking and Payment

Booking a place on any activity, or by SOL receiving part or full payment, constitutes your acceptance of these and any associated Terms and Conditions.
Payments are made securely through the website.

5.3 Cancellations and Refunds

Cooling-Off Period

In accordance with the Consumer Contracts Regulations 2013, you may cancel your order within 14 days of booking if the contract was made online or at a distance (e.g. by phone or email).
However, this right does not apply once we begin working on a bespoke or customised digital service, provided you:
Have given us express consent to start during the cooling-off period, and
Have acknowledged that your right to cancel is waived once production begins.
We obtain this consent during the booking process through an online checkbox or signed agreement.

Structured Service Stages

Our services are delivered across distinct stages to help clearly define the scope of work and apply fair charging in the event of a cancellation:
Discovery & Planning
Includes consultations, needs assessment, goal setting, concept proposals, or mockups.
Once delivered, this stage is non-refundable due to the time invested.
Production & Development
Includes the creation of the agreed digital assets (e.g., 3D modelling, animation, AR/VR experiences, visual assets).
If cancellation occurs during this stage, you will be charged proportionally for the completed work.
Review & Revisions
Includes a set number of refinement rounds based on client feedback.
Charges apply for any additional revision rounds beyond the agreed scope.
Final Delivery
Includes delivery of completed files, transfer of assets, implementation, or publishing.
Once this stage begins, the project is considered complete and non-refundable.
Optional: Ongoing Support
If part of your package, this includes aftercare, minor updates, or technical support, charged separately.

Cancellation After Work Has Begun

If you cancel after work has commenced (even within the 14-day period), you may be charged for:
The time and resources already used
Any third-party tools, licenses, or subscriptions purchased specifically for your project
No further charges will apply beyond the point of cancellation, but previously completed stages are non-refundable.

Refund Process

If a refund is due, it will be processed to your original payment method within 14 working days of confirmation.

How to Cancel

To cancel a booking, please email us at [your email] with your full name, project reference (if applicable), and a clear statement that you wish to cancel.

5.4 Revisions

Includes up to 2 minor revisions free of charge
Additional revisions will incur extra fees

5.5 Intellectual Property

Clients retain ownership of custom designs
SOL may request permission to use work for portfolio/marketing

5.6 Technology Use Disclaimer

Use of AR/VR equipment and digital media tools is undertaken at the user's own risk. SOL is not responsible for any adverse effects (e.g. motion sickness, eye strain, etc.) or injuries resulting from improper or unsupervised use of such technology.

5.7 Liability

We are not liable for any damages arising from the misuse or malfunction of 3D printed items or AR/VR content due to user error.

6. Summer Camps

6.1.a. Booking and Payment

All payments must be made securely online through our website. Once payment is completed, you will receive an email confirmation with all the booking details.
Please note that a £50 portion of the fee per child per week is non-refundable, as it covers administrative and setup costs (See in more details 6.2.).
Prices are liable to change at any time, but changes will not affect orders in respect of which we have already sent you confirmation of that order.

6.1.b. Promotions and Discount: From time to time the Company will offer promotions. To receive the promotion you must quote the promotional code before booking or by entering the promotional code during the online booking process. This code must be redeemed and used in accordance with the terms and conditions of that promotion and these Terms and Conditions. Some discounts automatically apply, in this case you do not need to use any code.

6.2 Cancellations and Refunds

6.2.a. All bookings made online are subject to a 14-day cooling-off period in line with the Consumer Contracts Regulations 2013. You have the right to cancel your booking within 14 calendar days of receiving your email confirmation, by notifying us in writing (via email).

6.2.b. After the 14-day cooling-off period has ended, the following refund terms apply:
After the 14-day cooling-off period has passed:

For bookings under £250 per child, no refunds will be issued.
For bookings over £250 per child, the following refund terms apply:
21+ days before the camp: Full refund minus £50 deposit, or full-value voucher valid for 2 years.
14–20 days before: 50% refund, or 75% voucher.
7–13 days before: 25% refund, or 50% voucher.
Less than 7 days or no-show: No refund. A 25% voucher may be offered in cases of illness/emergency at our discretion.

This structure allows us to provide affordable and premium camp experiences while managing staffing and material costs effectively.

One free camp transfer may be granted per booking if space allows.

6.2.c. Illness or Emergency

If your child is unable to attend due to illness or a family emergency, please contact us as soon as possible. Where possible, we’ll offer a voucher for a future camp, valid for up to 2 years, depending on availability and the situation.

6.2.d. Camp Transfers

One transfer per child may be permitted to another week or location of the same camp type (MMC or BFIC), if space allows. This must be requested at least 7 days before the original booking start date.

6.2.e. If We Cancel the Camp

In the unlikely event that we need to cancel the camp, you will receive a full refund, including the deposit.

However, if the cancellation is due to circumstances beyond our control (such as extreme weather, natural disasters, government restrictions, or public health emergencies), we will offer:

A full-value voucher valid for 2 years,
Or the option to transfer to another available week of the same camp type (MMC or BFIC), if space allows.

We will always communicate promptly and do our best to find a fair solution for your family.

Oversubscription and Participant Limits
In the event of oversubscription, places will be allocated on a first-come, first-served basis. We reserve the right to close registration early or refuse further applications once the capacity for a course or camp is reached. A waiting list may be created, and families will be notified if a space becomes available.

6.3. Behaviour and Safety

SOL reserves the right to dismiss any child for inappropriate behaviour without refund
All staff are DBS checked and trained in safeguarding

6.4 Medical and Emergency Policy

Parents must provide accurate medical information
In emergencies, SOL may act in the best interest of the child and contact emergency services
Parents/guardians authorise SOL staff to administer first aid and seek emergency medical treatment if necessary

6.5 Health and Injury Disclaimer

SOL takes every reasonable precaution to ensure a safe and secure environment for all participants. However, by enrolling your child in our camps, you acknowledge and accept that participation in physical and creative activities involves inherent risks. SOL, its staff, and affiliates are not liable for accidental injuries or incidents, provided all safety protocols have been followed.

Medical and First Aid Consent
By registering your child, you agree to grant permission for basic first aid to be administered by qualified staff in the event of an accident or medical issue. You also agree that in a serious emergency, we may seek further medical treatment or contact emergency services as necessary.

6.6 Photography and Media Consent

Consent is requested during registration for use of photos/videos for marketing. Only media of children with explicit permission will be used. Names and personal details will not be disclosed.

7. Staff and Supervision

All SOL staff members working with children are enhanced DBS checked, trained in safeguarding, and follow strict behaviour and safety protocols. While SOL ensures thorough recruitment and training procedures, we are not liable for actions by individuals that fall outside the scope of their assigned duties, unless resulting from SOL’s proven negligence.

8. Intellectual Property

All content on our website and camp materials remain the property of SOL unless otherwise stated. No reproduction or distribution is permitted without written permission.

9. Third-Party Tools and Software

We may use third-party platforms for hosting or delivering services. We are not responsible for issues caused by those platforms.

10. Force Majeure

SOL shall not be held liable for any failure to perform its obligations due to circumstances beyond its control, including but not limited to natural disasters, government restrictions, strikes, or pandemics.

11. Governing Law

These Terms are governed by and construed in accordance with the laws of England and Wales.

12. Changes to Course Content and Tools
While we aim to deliver high-quality programmes as advertised, we reserve the right to make changes to course content, themes, digital tools, or software used in our sessions. Any changes will be made to ensure the educational value and creative quality of our courses are maintained or enhanced.

13. Errors and Pricing Accuracy
We strive to ensure that all information, including pricing and programme details, is accurate at the time of publication. However, we reserve the right to correct any errors resulting from computer malfunction, typographical mistakes, or miscommunication. In the event of a significant pricing error, we will contact you as soon as possible to offer a refund or the option to pay the correct amount.

14. Contact Us

For questions, cancellations, or complaints, please contact us at:
Email: info@theshadesofthelife.com
Phone: +44/(0)7380410465
Address: 10 Broadhurst Gardens, Sandford-on-Thames, Oxford, OX4 4YQ, United Kingdom

By using this website or booking our services, you acknowledge and agree to these Terms and Conditions.