Payment & Billing Policy
Last updated: November 13th, 2025
This Payment & Billing Policy (“Policy”) explains how payments are processed, how billing issues are handled, and what customers agree to when submitting an order through The Fragrance Vault, a DBA of KYW Body Shop, LLC (“we”, “us”, “our”).
By completing a purchase, you acknowledge that you have read and agree to this Policy, our Refund & Return Policy, Authenticity Guarantee, and Terms of Service.
1. Accepted Payment Methods
We currently accept the following secure payment methods:
- Credit & Debit Cards (Visa, Mastercard, American Express, Discover)
- PayPal
- Venmo
- Apple Pay (where available)
- Google Pay (where available)
- Shopify Express Checkout Methods
- Payments processed via Airwallex
We reserve the right to add or remove payment methods at any time.
2. Payment Processing
Payments are securely processed through Airwallex, Shopify Payments, and other approved processors.
At checkout, the customer agrees:
- All payment details provided are accurate
- The billing address matches the card or payment account being used
- They are authorized to use the selected payment method
- The full order total will be charged upon checkout
Orders may be automatically canceled if billing information is inaccurate or flagged as high-risk OR if there is an inventory issue and item is out of stock.
3. Fraud Screening & Verification Requirements
To protect our business and our customers, we use automated and manual fraud detection tools.
We may take any of the following actions before fulfilling an order:
- Request identity verification
- Request confirmation of billing details
- Cancel or hold an order with mismatched or suspicious information
- Block transactions from high-risk accounts
- Cancel orders associated with suspicious chargeback behavior
- Restrict future purchasing privileges
We reserve the right to refuse service to anyone attempting to circumvent policies or committing fraudulent activity.
4. Billing Accuracy
Customers agree to:
- Provide complete and accurate billing information
- Update payment details when necessary
- Maintain an active email for communication
- Respond promptly if we contact you for verification
If you fail to respond to a verification request within 48 hours, your order may be canceled for security purposes.
5. Chargebacks & Payment Disputes
To maintain integrity and prevent fraud, the following applies to all purchases:
5.1 You Must Contact Us Before Filing a Chargeback
By placing an order, you agree to:
contact us at support@shopthefragrancevault.com and allow us to resolve any issue BEFORE contacting your bank.
This includes:
- Delayed shipments
- Carrier issues
- Lost packages
- Address errors
- Product concerns
- Authenticity concerns
- Refund requests
5.2 Filing a Chargeback Immediately Freezes the Order
Once a chargeback or payment dispute is initiated:
- We can no longer modify, refund, replace, or assist with the order
- The order becomes ineligible for refunds, replacements, or store credit
- All support related to that order is permanently closed
- Future orders may be restricted or declined
5.3 Abuse of Chargebacks
If a customer files repeated or fraudulent chargebacks, we may:
- Deny future purchases
- Close or block their account
- Report the activity to fraud prevention networks
- Take legal action for financial losses
Chargebacks filed due to delivery delays, misunderstanding of policies, or authenticity claims without valid documentation are considered misuse and will trigger the consequences above.
6. Payment Holds & Order Cancellations
We reserve the right to cancel or hold orders under any of the following circumstances:
- The payment processor flags the transaction
- Billing details do not match the payment method
- Customer fails verification
- Multiple disputes or chargebacks on past orders
- Suspicion of counterfeit-claim fraud
- Attempts to bypass limits or restrictions
- Canceled orders will be refunded to the original payment method unless fraud is suspected.
7. Taxes
Applicable sales tax will be calculated and collected at checkout based on:
- Shipping address
- Local laws
- Marketplace regulations
Tax rates may vary.
8. Currency
All prices are listed and processed in USD (United States Dollars).
Your bank may apply conversion fees if you are purchasing internationally.
9. Billing Issues & Errors
If you believe you have been incorrectly billed, contact us within 3 days of receiving your order confirmation.
Failure to contact us in the required timeframe may limit our ability to assist.
10. Policy Misuse
Customers agree not to:
- Use disputes as a method to bypass posted refund policies
- File fraudulent claims
- Fabricate authenticity concerns
- Submit altered or manipulated photos/documentation
- Attempt to obtain a refund while keeping the product
Such actions constitute fraud and may result in account blocking, order cancellation, and legal action.
11. Contact
For billing questions or payment support:
