Terms & Conditions

Last updated: October 19, 2025
Website: portraitsbyhazel.com
Owner/Operator: Hazel Sanabria, San José, Costa Rica
Contact: info@portraitsbyhazel.com

1) Acceptance of Terms

By using this website and/or placing a commission order, you agree to these Terms & Conditions and to our Privacy Policy. If you do not agree, please do not use the Site.

1A) Definitions

“Child” / “Minor” means any person under 18 years of age. Commissions featuring a child must be placed by a parent or legal guardian, who is the contracting party and provides all required consents.

2) Services

I create hand-drawn portraits of people and pets from digital photos in graphite, coloured pencils, charcoal, or pastels. Commissions are custom-made to your specifications (size, subject, medium).

3) Ordering Process

Inquiry → You email reference photo(s) and basic details (subject, size, medium, deadline).
Quote → I confirm timing, price, and shipping options.
Deposit/Payment → See Section 6. Work begins after payment is received.
Work-in-Progress → I may share low-resolution previews for approval of composition/likeness.
Completion & Delivery → See Section 8–9.

4) Reference Photos & Permissions

You confirm you own the photos or have written permission from the rights holder to use them for a commissioned artwork. For portraits of children, only a parent or legal guardian may order; see Children’s Portraits below. Please provide clear, high-resolution images. I may decline commissions if the photo quality or content isn’t suitable.

5) Children’s Portraits

Child portraits are accepted only from a parent/legal guardian. Reference photos of a child are used solely to create the artwork and manage the order. Display of the finished artwork (portfolio, social media) is optional and requires separate guardian consent. Original reference photos are not posted. (See Privacy Policy for retention.)

6) Prices, Deposits & Payments

Prices are quoted in USD as applicable and may vary by size, medium, complexity, and framing.
Deposit: A 30% non-refundable deposit is required to hold your slot and start work. The balance is due before shipping/collection.
Payment methods: PayPal (and any other methods that may be added). Payment fees or currency conversion are your responsibility.
Quotes remain valid for 14 days unless stated otherwise.

7) Revisions & Approvals

One minor round of adjustments (e.g., light/dark balance, small details) is included at the preview stage. Significant changes that differ from the original brief (e.g., different photo, new composition) may require a change fee or a new commission. Once the final approval is given, the artwork is prepared for delivery; further changes are not possible.

8) Timeframes & Deadlines

Typical lead time varies with size/medium and current queue; an estimated completion window will be provided when you order. Rush orders may be possible for an additional fee. Delays caused by late feedback, payment, or replacement photos extend the timeline.

9) Shipping, Delivery & Risk

I pack artworks carefully and ship with tracking. Risk of loss or damage passes to you when the parcel is handed to the carrier. Because each commission is one-of-a-kind, an exact replacement is not possible if damaged in transit.
If your parcel appears damaged, photograph the packaging and contents and email me within 48 hours of delivery at info@portraitsbyhazel.com.
Carrier limits apply: Any recovery for loss or damage in transit is subject to the carrier’s limits and conditions. The carrier does not provide all-risk insurance; declared-value charges may apply and may be limited for artworks.
My remedies (discretionary and capped): After a timely claim is filed and subject to carrier outcome, I may offer one of the following limited remedies:
- Re-creation as closely as reasonably achievable within a new timeline; or
- A goodwill partial refund or store credit.
I am not responsible for delays, damage or loss caused by carrier, customs, or events beyond my control. International customers are responsible for import duties/taxes.

10) Returns, Cancellations & Refunds

Custom artwork is made to order and generally non-returnable.
If you cancel before work begins, I will refund any amount paid minus non-recoverable fees (e.g., payment/booking fees).
If you cancel after work has begun, the deposit is non-refundable and additional work completed may be charged.
If an artwork arrives damaged, contact me within 48 hours with photos; I will work with you on an appropriate remedy.
Digital downloads (if offered) are non-refundable after files are delivered.

11) Framing & Care

If framing is offered, all details will be stated in your quote. Keep artwork away from moisture, direct sun, and heat sources. I’m not responsible for damage caused by improper handling, environmental conditions, or third-party framing.

12) Intellectual Property & Usage Rights

I retain copyright in all artworks I create, including commissioned pieces. Your purchase includes the physical artwork (if applicable) and a personal, non-commercial license to display it in your home or share photos of it online with credit (e.g., “Artwork by Hazel Sanabria”). Commercial use (e.g., merchandise, advertising, book covers) is forbidden and requires a separate written license. With your express permission, I may display images of the finished artwork in my portfolio (website, social media, marketing). You may withdraw display consent later and I will remove the image where reasonably possible. I never post original reference photos.

13) User Content Warranties

You warrant that any photos or materials you supply: (a) don’t infringe third-party rights; (b) don’t violate privacy or publicity rights; and (c) are lawful. You agree to indemnify me against claims arising from materials you provide.

14) Website Use

Do not misuse the Site (e.g., attempting to access non-public areas, introducing malware). I may suspend access that harms the Site or other users.

15) Privacy

Your personal information is handled per the Privacy Policy. By commissioning, you consent to the processing of your data necessary to fulfil the order.

16) Disclaimer

I aim for accurate colours and likeness, but screens vary and hand-drawn work has natural variations. Timelines are good-faith estimates and may change due to factors outside my control (e.g., supply/shipping issues).

17) Limitation of Liability

To the fullest extent permitted by law, my total liability for any claim relating to the Site, an order, or a commissioned artwork is limited to the amount you paid me for that specific artwork or service (excluding shipping, duties, taxes) or the amount actually recovered from the carrier, whichever is lower. I am not liable for indirect, incidental, special, or consequential damages (e.g., lost profits or emotional distress). No remedy will exceed amounts actually paid by you and/or actually recovered from the carrier.

Source notes: FedEx CR limits, declared value rules, “no all-risk insurance,” and strict claim windows are set out in their local T&Cs (e.g., sections on Límite de responsabilidad, Límites del valor declarado, Responsabilidades que no asumimos, and Reclamos).

18) Force Majeure

I’m not responsible for delays or failures caused by events beyond reasonable control (e.g., natural disasters, strikes, carrier disruptions, epidemics, power/internet outages).

19) Governing Law & Disputes

These Terms are governed by the laws of Costa Rica, without regard to conflict-of-laws rules. Disputes should first be addressed in good faith by emailing info@portraitsbyhazel.com. If unresolved, the courts of San José, Costa Rica shall have jurisdiction, unless otherwise required by mandatory consumer law.

20) Changes to Terms

I may update these Terms from time to time. The “Last updated” date reflects the latest version. Material changes will be noted on the Site.

21) Contact

Questions about these Terms? Email info@portraitsbyhazel.com.

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