Payment Policy

Profile Studio · Payment Policy · v1.0 · Effective 8 October 2026

1. Scope & purpose

1.1 This Payment Policy explains how Profile Studio, the trading name of DIGIMACIS LTD, requests, authorises, records and resolves payments for Ready-Made Artwork and Custom Artwork. It is intended to be read with the Terms & Conditions, Refund Policy, Cancellation Policy and Digital Product Fulfilment Policy. The customer pays for digital content or a specified creative service rather than a financial instrument or transferable monetary balance.

1.2 The policy covers one-off checkout payments, security verification, failed authorisations, incorrect or duplicate charges, electronic fulfilment triggers, refunds and disputes. If a product page or accepted written custom commission states an additional payment milestone, that specific agreement governs the milestone without weakening applicable consumer protections or a clear total-price disclosure.

2. Nature of transactions

2.1 Profile Studio offers ready-made digital image downloads and custom creative commissions; no parcel or physical shipment is attached to an ordinary avatar purchase. Ready-made Orders normally proceed to electronic file access once payment is confirmed. Custom commissions involve a required brief and production activity, with delivery of high-resolution artwork on completion of the agreed scope.

2.2 Paying the price does not purchase a cash balance, cryptocurrency, e-money, banking account or copyright transfer. The purchased permission to use artwork is described by the relevant Licence. No standard subscription or automatic renewal is attached to ordinary avatar products; if a recurring service is introduced, its amount, frequency and cancellation mechanism must be expressly displayed and authorised separately.

3. Accepted payment methods

3.1 Customers may use payment methods actually shown and enabled in the secure checkout for their location and order. Availability depends on the processor, issuer, transaction value, network security controls and the customer's eligibility. We do not accept a method merely because its logo appears elsewhere on the internet; the checkout's payment selection and corresponding confirmation determine what is offered for that transaction.

3.2 Do not send card numbers, security codes or banking passwords by email, support chat or a custom-avatar briefing field. If a payment method is unavailable or fails authentication, select another valid method displayed by checkout or contact support. We will not require an off-platform transfer to an unverified personal account as a condition for releasing ordinary digital orders.

4. Billing currencies & pricing display

4.1 The live Profile Studio storefront displays amounts in euros (EUR). If the Website offers currency selection, the currency and final payable amount expressly displayed on the checkout confirmation screen for the particular Order apply. The checkout should show the selected artwork, quantity, variant, tax and total before the customer confirms a payment obligation.

4.2 A bank may convert the charged amount to another currency using its own exchange rate and fees. Those independently imposed charges are not necessarily part of the merchant's price. Keep the confirmation displaying the transaction currency and total, especially when using a multi-currency selector. Where an erroneous merchant charge is confirmed, we correct it through the Refund Policy and the original payment route.

5. Taxes & charges

5.1 Any VAT or other tax charged by Profile Studio is displayed in accordance with the checkout's legal and technical configuration and applicable place-of-supply rules. A customer must be able to review the total payable price, mandatory charges and nature of the digital supply immediately before confirming an Order. Digital delivery ordinarily attracts no physical postage charge because no physical item is sent.

5.2 A customer's issuing bank or wallet provider may impose foreign-exchange or other charges under their separate agreement, which we do not control. We do not add an undisclosed mandatory charge after the customer has accepted the price. If a tax or amount is visibly incorrect, report it with the product URL and order confirmation so the transaction can be corrected lawfully.

6. Authorisation & transaction completion

6.1 Submitting an Order may prompt the payment provider to seek authorisation from the payer's issuer, including additional security authentication. An authorised transaction may first create a temporary hold; an Order is regarded as payable and eligible for delivery only after the necessary acceptance and payment confirmation signals have been received by our commerce system.

6.2 If authorisation fails, the customer should not conclude that an Order was accepted. A technical redirect or unfinished authentication can leave an attempted payment pending until the issuer releases a hold. We reconcile payment events against order numbers to avoid supplying the same digital file twice or taking duplicate funds for a single intended Order.

7. Use of third-party payment providers

7.1 Payment instructions are processed through specialised external payment infrastructure selected for the checkout. Such providers may collect cardholder, device and transaction details directly and may conduct risk and network verification under their own contractual or regulatory obligations. Profile Studio uses the merchant-facing result, transaction reference and masked payment details to confirm fulfilment and provide support.

7.2 The provider's name, accepted methods and any independently applicable terms should be available in the checkout/payment experience. We do not ask customers to transmit complete card credentials to customer support. If an issuer or provider refuses an authorisation, we may not receive its full reason and cannot guarantee that a further attempt will succeed.

8. Security, verification & fraud controls

8.1 Purchases may require strong customer authentication, including an issuer's 3-D Secure challenge or comparable verification when required or supported. We use appropriate operational controls to reduce automated abuse, account takeover, stolen-card use and unusual payment patterns. These may include session checks, transaction reconciliation, limited manual review and requests to clarify the legitimate Order.

8.2 Security reviews are targeted and proportionate; they should not be used to deny a good-faith customer's refund rights. An incomplete challenge is not a successful payment. Customers should recognise that an unexpected request for a card PIN, one-time code or password by email is suspicious; report such contacts to info@profile-studio.com and to the bank where appropriate.

9. User payment responsibilities

9.1 Before checkout, confirm that the selected artwork, format, price, currency, email address and any bespoke-avatar briefing match your intention. Use a payment method you are authorised to use and supply accurate billing information where it is reasonably required for authorisation, fraud screening or taxation. Do not initiate or conceal purchases under another person's identity.

9.2 Keep a copy of your order confirmation and check that email filtering does not hide download instructions. If you are buying on behalf of an organisation, ensure you have authority to commit it. You may not transfer an Account or its payment credentials to another person to avoid payment restrictions; refer to the Acceptable Use Policy for account and checkout integrity rules.

10. Declined, failed or reversed payments

10.1 A card can be declined for insufficient funds, an expired instrument, issuer restrictions, suspected fraud or incomplete authentication. We cannot guarantee that the issuer will approve a subsequent attempt. An Order that has not been paid will not be fulfilled; any apparent bank hold should be verified with the bank before treating it as a settled merchant charge.

10.2 If an accepted payment is later legitimately reversed, we may temporarily suspend future unfulfilled delivery while reconciling the event, but we will assess already supplied Digital Content, disputed facts and customer rights separately. A failed payment does not create a debt for a wholly unaccepted Order. We will not simply bill a different stored instrument without proper authority.

11. Duplicate charges & technical errors

11.1 A browser refresh or unsuccessful redirect can produce more than one apparent authorisation. Compare the merchant Order numbers, final capture status and bank entries before deciding whether the customer was billed twice. Contact info@profile-studio.com with the dates, amounts, masked statement descriptions and any order confirmations; avoid sending unmasked financial credentials.

11.2 If two captured transactions funded one accepted Order by mistake, we investigate and initiate a correction or refund of the extra capture to its original route. If two distinct Orders were intentionally submitted, we examine the product and statutory position for each. We keep a transaction audit trail sufficient to distinguish a hold, capture, reversal, refund and issuer chargeback.

12. Unauthorised transactions & security reporting

12.1 A customer who sees an unrecognised payment should contact their issuer promptly, protect the payment instrument and follow any relevant issuer reporting process. They can also send a merchant inquiry to info@profile-studio.com identifying the approximate date, currency, amount and receipt details. We may suspend delivery of an associated unfulfilled Order while we examine whether the transaction belongs to the genuine customer.

12.2 The trading name on our receipts is Profile Studio; a statement may also contain a processor identifier or shortened merchant text selected by the acquiring bank. The final card-network descriptor is determined in the payment environment, not by a customer's creative-brief field. We cooperate with lawful bank investigations and distinguish a genuinely unknown charge from an incorrectly recognised merchant name.

13. Refunds & relationship to the Refund Policy

13.1 Refund eligibility is governed by the Refund Policy, the accepted Order and mandatory law. Digital purchases are not universally exempt from refund or cancellation rights. Missing downloads, faulty files, nonconforming custom work, incorrect charges and valid statutory withdrawal can require corrective action or reimbursement notwithstanding any ordinary no-change-of-mind rule.

13.2 Approved refunds normally return to the original instrument in the original merchant transaction currency. We aim to initiate an approved discretionary refund within two Business Days of the decision, while statutory reimbursement deadlines take precedence. Banks and card issuers control the subsequent posting time, and currency conversion may create a visible difference between the original account-currency debit and refund credit.

14. Chargebacks, retrievals & disputes

14.1 If a problem can be solved by a merchant correction, first contacting support may help, but you remain free to ask your issuer for a chargeback or use a legal payment dispute route. A bank may require its own supporting documents and apply card-network deadlines. Do not knowingly provide a false non-delivery claim for an artwork file that was received.

14.2 We can respond to a valid bank retrieval by supplying the date, amount, order acknowledgement, customer consent record and electronic fulfilment evidence. Where merchant support and issuer dispute processes overlap, we coordinate to prevent a double repayment for the same captured charge. A disputed payment is not itself grounds to deny statutory rights, and retaliation against a good-faith cardholder is prohibited.

15. Timing of delivery & account crediting

15.1 A paid ready-made digital avatar is normally available promptly through the order page, Account or associated download email once the commerce system confirms payment. Providing usable file access is the electronic fulfilment event; there is no shipment or cash top-up. A fraud review, rejected payment or temporary technical outage can delay access, in which case the Digital Product Fulfilment Policy governs remedial steps.

15.2 A custom order enters creative production after payment acceptance and receipt of a complete lawful brief. The ordinary delivery target is ten Business Days after complete instructions are accepted, with a revised estimate if scope, feedback or a genuine interruption changes the plan. Customers should distinguish an order-acceptance email from the later handover of the final artwork file.

16. Payment records & audit trail

16.1 We maintain order and transaction references, date, billing currency, amount, captured or refunded status and appropriate evidence of file access or creative-project milestones. These records support tax accounting, complaints, reconciliations, refunds and legally permitted chargeback responses. We do not require a full card number to link an Order to its settlement record.

16.2 Record access is limited to individuals and service providers with an operational reason. The Privacy Policy explains lawful bases, retention, access requests and the fact that transaction evidence may lawfully remain after Account closure. We may supply relevant confirmation details to a customer, subject to identity checks and the independent payment provider's security requirements.

17. Geographic & legal restrictions

17.1 Payment methods, card products and transaction approval can vary by country due to issuer rules, applicable sanctions, local consumer requirements or payment-provider restrictions. We may refuse or cancel an Order where providing the service or accepting funds would breach applicable law. Where a payment has already been captured for an unperformable Order, we refund it by a lawful original payment route.

17.2 Customers must not use another person's card, conceal beneficial ownership of a transaction or try to bypass lawful geographic controls. An attempted purchase is not evidence that every local currency or card type is supported. The checkout's clearly displayed price and method options, rather than generic marketing language, govern the payment proposal presented for each Order.

18. Minors & payment authority

18.1 The Service is for persons aged at least 18. The person entering payment details must have legal capacity and permission to use the instrument. A parent or other adult may not falsely represent a minor as the cardholder to bypass purchase controls. Customers should keep account credentials and payment authentication methods away from unauthorised users.

18.2 Where an unauthorised transaction involves a minor, we review the order information, relevant legal capacity, issuer rules and lawful remedies rather than treating the event as an automatic no-refunds case. We may restrict a minor account and adjust undelivered entitlements. Personal data about minors is handled with the safeguards described in the Privacy Policy.

19. Changes to prices, methods & rules

19.1 Prices and supported payment options can change for future transactions. An accepted Order's price is not changed retrospectively because a displayed catalog price later moves or an issuer's foreign-exchange rate changes. If an obvious pricing error prevented valid acceptance, we promptly explain the issue and do not silently charge an undisclosed corrected amount.

19.2 New recurring or instalment features are not activated simply by updating this policy; they require transaction-specific disclosures, a clear billing schedule and any required customer authorisation. If an existing payment method is removed, already accrued refund and complaint rights remain enforceable through an appropriate lawful channel.

20. Service interruptions & processor downtime

20.1 Processor outages, bank verification failures and Website maintenance can delay checkout or the synchronisation of a successful payment with the Order. Before paying again, check for a confirmation email, order history and settled bank debit. Multiple retries may create unnecessary authorisation holds even if only one charge ultimately settles.

20.2 Contact support if a payment is captured but the digital file remains unavailable. We examine the order status, payment reference and download log, and either restore access, communicate a reasonable delay or provide the relevant remedy. A third-party outage does not automatically eliminate our legal duties to supply conforming digital content or reimburse funds as required.

21. Contact & complaint route

21.1 Address payment, refund and descriptor questions to info@profile-studio.com, or write to DIGIMACIS LTD at 71-75 Shelton Street, Covent Garden, London, United Kingdom, WC2H 9JQ. Provide a clear description, order reference, dates, currency and masked payment information. We aim to acknowledge a customer inquiry within two Business Days and ordinarily give an initial reviewed response within ten Business Days.

21.2 If the issue remains unresolved, you may ask us to reconsider and may also use your issuer's or regulator's lawful process. Our internal timetable does not postpone card-network filing windows or mandatory consumer deadlines. Support staff will not require you to surrender issuer dispute rights before explaining a transaction.

22. Updates

22.1 This Payment Policy has a version and effective date and is updated when a material payment method, security rule, legal duty or operational process changes. Updated terms apply prospectively except where law requires a different result. We retain records of accepted orders so that an applicable historic price, refund promise or product description can be identified if a dispute arises.

22.2 This policy is governed by the law of England and Wales, subject to mandatory rights of consumers living in other jurisdictions where applicable. Nothing prevents legal remedies, competent-court proceedings or a valid cardholder dispute. If any provision conflicts with a non-excludable legal requirement, that requirement prevails to the necessary extent.

Practical payment lifecycle overview

Browse and select: choose an avatar file or commission, size/variant and any required brief. Check the EUR amount and the final checkout currency, taxes, licence and electronic-delivery description. Save the order page or confirmation if a subsequent discrepancy arises.

Authentication: use a valid instrument actually offered by the checkout. Complete any issuer security challenge in the secure payment experience, not by sending a one-time code to a purported merchant representative. An authorisation hold is not necessarily a captured payment and does not prove the file was delivered.

Capture and fulfilment: when payment succeeds and the Order is accepted, a ready-made file is made available electronically. Custom production begins after a usable brief is received; its ten-Business-Day standard target is measured from that point. A technical sync delay is investigated using order and transaction references.

Refund or dispute: report a failed download, wrong charge, deficient file or unlawful transaction to support with focused evidence. A statutory right is not conditioned on first following a voluntary merchant timeline. An approved refund returns through the original payment channel where possible; the issuer can take additional time to post the credit.

Good practice for users before submitting payment

Confirm that you recognise DIGIMACIS LTD / Profile Studio, are at least 18, have selected the intended file or custom service, and understand the applicable licence. Review the final total, EUR or any expressly selected alternative currency, and any tax. Check that your email address is correct and that you can access the Account if registration is required.

Do not share card details via artist instructions, do not refresh payment authentication repeatedly, and avoid placing a second order solely because the confirmation email is delayed. Keep order details, report errors promptly and contact your bank directly if you suspect the card is compromised. These practices reduce accidental disputes without limiting your legal entitlements.

Profile Studio · Payment Policy · v1.0 · 8 October 2026 · Published on the Website; subject to update; the current published version governs.