This document outlines expectations and requirements you should be aware of when you use the Kavyar submission system as a publisher.
The policies listed below describe our normal operating procedures; however, any of these policies may be superseded by the Terms of Service in extenuating circumstances or for any reason as determined by the Kavyar team.
This document is subject to change. Please check back regularly.
See also: Guidelines for Submitters
When you accept a submission using Kavyar, you and the submitter are entering into an agreement. Following the guidelines below will help ensure that the agreement is fair, and both sides end up happy.
Kavyar recommends that all terms be spelled out clearly for each submission category you post.
If any required terms are not specified for a category, terms will default to Kavyar’s recommendations as shown in section Recommended Terms for Submission Options
For example, you cannot advertise a submission fee of $X, then require an additional payment after acceptance in order for the submitter to receive the originally promised service.
In the event that a last-minute cancellation is necessary, it is the publisher’s responsibility immediately relinquish the rights to the images and to provide appropriate reasoning and restitution to the submitter.
Accepted submissions must be published in the medium (print / web / digital) and for the purpose (issue, web editorial, social media, etc.) specified in the category guidelines unless a change is granted by the submitter. Negotiation and written acceptance of a change must be made using the Kavyar messaging system. If an agreement regarding the change between the submitter and publisher cannot be reached, the submission should be canceled. Delays in publication date are not considered a change in purpose.
All publishers will use the following cancellation policy on Kavyar.
What the submitter will pay to receive the service; free or paid
The maximum number of days a submitter can expect to wait before receiving a decision. For example: “Standard submissions accepted or rejected within 14 days.”
When the submission will be published in print or on the web, or the date on which the advertised service will be fulfilled. We strongly recommendt adding extra padding to date estimates; it's better to under promise and over deliver.
Free tearsheets are expected for all published print submissions, with the exception of “Priority Tearsheets” as described in the upgraded submission options below. Please provide a timeframe within which the submitter can expect tearsheets. We recommend that tearsheets be delivered within a maximum of 60 days after publication.
The following statements are the only approved refund policies recognized by Kavyar, and must be stated exactly as shown. We do not allow a blanket “No Refunds” Policy.
Offering Refunds for Rejections: Unless stated otherwise, Kavyar will assume that any rejected special feature submissions should be refunded.
Kavyar will assist in refunding any purchases and is notified when any submission over $29.00 USD is rejected. If you need purchases under $29.00 automatically refunded, please contact us.
Please use the following language for this: "If your work is not accepted, you will be issued a full refund. You will see the refund in your account within 8-12 days from the rejection date."
Publishers will sometimes send special offers on individual submissions via Kavyar’s messaging tool. A common example is ad placement such as a cover offer. These special offers typically require a fee above and beyond any submission fees that have already been paid.
Most submitters welcome these offers and enjoy negotiating placement, however some would rather not receive these types of messages.
Emails sent by Kavyar should be given priority, and should have a response within 2 business days. This does not apply to general automated submission notifications from the Kavyar System.
When submitters are aware of delays, they are less likely to cancel submissions and request refunds. If Kavyar is aware of your delay, we can also assist by responding to concerned submitters who contact our support desk. If you expect a significant delay in publishing (14 days or greater), contact your affected submitters and send a note using our contact form or emailing [email protected].
Kavyar may provide a refund and/or cancellation to any submitter who makes such a request if more than 30 days have passed since the expected publication date, regardless of whether or not a publisher has informed the submitter of the delay.
Publishers may not use the Kavyar platform to solicit submitters for additional paid services that are expected to be transacted outside of the Kavyar platform.
Submitters will be advised that there will be no support provided for off-platform transactions or agreements that are made outside of the Kavyar system. Further, Kavyar will not provide support for agreements made within the submission messaging system, but transacted using an outside payment processor.
Publishers may, at their discretion, offer and link to upgraded services carrying additional fees that are currently being offered on Kavyar. These offers must be indicated as optional upgrades, and all promised services must still be fulfilled.
Reports of inappropriately handled off-platform transactions CAN impact a publisher's status on Kavyar.
It’s better for everyone when publishers and submitters can resolve disagreements without Kavyar’s intervention. However, in the event that a publisher is not responding to a submitter’s requests within an appropriate timeframe, or the two parties are unable to reach a resolution, Kavyar will investigate and take appropriate action.
Kavyar will direct the submitter to contact the publisher using the submission messaging system. The submitter will be instructed to allow 5 business days for a response unless the submission option specifies a shorter time frame.
If at least 5 business days have passed without a response from a publisher, Kavyar will investigate and consider the complaint based on the information and messages contained in the submission ONLY. Outside emails or communications will not be accepted for consideration. If a submitter is found to be justified in their complaint, appropriate action will be taken at Kavyar’s discretion.
Resolutions may include but are not limited to: submission cancellation and submitter refunds at the expense of the publisher, account sanctions, removal from our Featured Categories, removal of Pro or Elite designations, and in extreme cases removal from the platform. Publishers will not be notified in advance of action, and Kavyar’s decisions are final.
Kavyar can, at is sole discretion, cancel and/or refund any submission if all or part of the promised services have not been fulfilled within the promised timeframe, the publisher does not meet communication requirements, or if any special terms are not met.
No refunds will be given to a submitter if they change their mind or cancel an accepted submission as long as the publisher has fulfilled its obligations.
If a submitter initiates a dispute with the payment processor, Kavyar will investigate the transaction using all data and messages available within the platform.
If our investigation concludes that the publisher has not met the terms of the agreement, the publisher will be charged for the refund and any associated surcharges imposed by the credit card processor, plus a $30 Kavyar chargeback fee.
In the event that Kavyar believes the claim to be fraudulent in nature, and there is adequate proof that the publisher has fulfilled their contractual obligations, Kavyar will fight the claim on behalf of the publisher. If the processing company finds on behalf of the submitter, the publisher will be charged for the refund. No additional surcharges or chargeback fees will be imposed by Kavyar.
Please see here for full terms of competitions or promotions
Any submission categories used to list Promotions on Kavyar must include the following language in the guidelines and can be used in the user agreement for each submission to comply with Kavyar Requied Content requirements:
By submitting to this contest or sweepstakes (collectively, “Promotion”), you hereby:
Kavyar requires full, accurate and timely disclosure of information about your publication and your team including:
Full legal names of connected team members and representatives
Physical location of your offices / location
Current level of development of your publication
Pseudonyms may be used for public-facing editor accounts as long as real names have been provided to Kavyar. Your information is for internal use only and will be kept confidential.
If at any time Kavyar discovers that the information provided is inaccurate, your publisher account is subject to immediate removal from the platform.