REGENT REFUND & CANCELLATION POLICY
Document Ref: REG-REF-2026-V2.0
Effective Date: March 1, 2026
This Refund and Cancellation Policy (“Policy”) constitutes a legally binding agreement between Ombriex Global Co., Ltd. (“Regent,” “the Company,” “we,” “us,” or “our”) and the Participant. This Policy forms an integral part of and is incorporated by reference into the Master Terms and Conditions. In the event of any inconsistency on matters of refunds and cancellations, this Policy shall prevail. This Policy must be read together with the Master Terms and Conditions available at http://www.regenthospitality.co/regent-terms-and-conditions.
ARTICLE 1: DEFINITIONS
For the purposes of this Policy, the following terms shall have the meanings ascribed below:
“Participant” Any individual who has submitted an application to Regent and paid the Registration Fee, regardless of whether placement has been completed. All Participants must be at least eighteen (18) years of age at the time of application. Regent does not accept applications from minors.
“Program” The internship or training placement arranged by Regent for a specific Host Company in a specific destination country, for the duration specified in the Offer Letter or Internship Agreement, including all associated coordination, documentation, and support services.
“Registration Fee” The upfront fee payable by the Participant prior to the interview process, constituting payment for professional mediation, candidate sourcing, Host Company vetting, placement coordination, and administrative services.
“Placement Fee” The fee payable by the Participant upon receipt and written acceptance of an official Offer Letter or Internship Agreement from a Host Company, and prior to the commencement of visa processing for the applicable destination country.
“Host Company” The hotel, resort, or hospitality establishment that has issued an Offer Letter to the Participant and agreed to receive and supervise the Participant during the Program.
“Offer Letter” / “Internship Agreement” The formal written document issued by the Host Company confirming the placement of the Participant, specifying the role, department, location, duration, stipend (if applicable), and Commencement Date.
“Commencement Date” The first official working day of the Participant at the Host Company’s premises as specified in the Offer Letter or Internship Agreement.
“Program Credit Note” A non-cash credit issued by Regent, redeemable against future Program fees by the same Participant within twenty-four (24) months of issuance. A Program Credit Note is not transferable and not convertible to cash under any circumstances.
“Material Discrepancy” A documented and verifiable difference between the terms confirmed in the Offer Letter and the actual conditions at the Host Company’s site, limited to a material reduction in the stipend amount. Differences in department assignment or work location within the same city or property do not constitute a Material Discrepancy under this Policy.
ARTICLE 2: NATURE OF SERVICES AND EARNED FEES
2.1 Regent operates exclusively as a professional mediation and placement agency. Regent is not an employer of the Participant at any time and does not guarantee specific Host Company conditions beyond what is stated in the Offer Letter. All fees paid to the Company constitute consideration for specialized professional services including, but not limited to, candidate sourcing, Host Company vetting, interview coordination, documentation processing, administrative management, and placement facilitation.
2.2 Upon commencement of any service activity related to a Participant’s application, the corresponding fees shall be deemed earned and shall be non-refundable except as expressly provided herein.
2.3 Regent’s liability in all circumstances is limited to the total amount of Program Fees paid by the Participant, consistent with Article 8 of the Master Terms and Conditions.
ARTICLE 3: PROGRAM FEE STRUCTURE
3.1 The total Program Fee consists of: (a) a mandatory Registration Fee; and (b) a Placement Fee.
3.2 The Registration Fee is payable prior to the interview process. It is non-refundable except as expressly provided in this Policy.
3.3 The Placement Fee shall become due and payable only after the Participant receives an official Offer Letter or Internship Agreement from a Host Company and formally accepts all terms therein. Visa processing shall not commence until the Placement Fee has been paid in full.
3.4 All fees are personal to the Participant and program-specific. Fees are non-transferable unless expressly authorized in writing by the Company.
ARTICLE 4: REGISTRATION FEE — REFUND CONDITIONS
4.1 In the event the Participant voluntarily withdraws the application for any personal, academic, professional, financial, or other reason after submission, the Registration Fee shall be strictly non-refundable.
4.2 Cooling-Off Period. Notwithstanding Article 4.1, a Participant who submits a written cancellation request within fourteen (14) calendar days of the date of payment — provided that no interview has been scheduled or conducted and no service activity has commenced — shall be eligible for a full refund of the Registration Fee. Such request must be submitted in writing to apply@regenthospitality.co within the stipulated period.
4.3 Interview Commitment. In the event the Company is unable to provide at least one (1) suitable interview opportunity within three (3) months of the application date, or at least fifteen (15) days prior to the scheduled intake start date, the Participant shall be eligible for a refund of fifty percent (50%) of the Registration Fee. The Participant must submit a written refund request within fourteen (14) calendar days of becoming eligible. Failure to submit a request within this period shall constitute a waiver of the refund entitlement, and the Company shall continue its services without further refund obligation.
4.4 In the event the Participant attends a formal interview with a Host Company and is not selected, the Company may, at its sole discretion, either refund fifty percent (50%) of the Registration Fee or arrange one (1) additional interview opportunity. Where an additional opportunity is arranged, the Registration Fee shall remain non-refundable.
4.5 In the event the Participant receives an Offer Letter but elects to withdraw, no refund of the Registration Fee shall be granted.
ARTICLE 5: CANCELLATION AFTER PLACEMENT
5.1 All cancellation requests must be submitted in writing via email to apply@regenthospitality.co. The effective date of cancellation shall be the date of receipt during Thailand business hours (GMT+7).
5.2 In the event the Participant receives the Offer Letter, accepts its terms, and thereafter voluntarily withdraws, both the Registration Fee and the Placement Fee shall be non-refundable.
5.3 In the event the Participant receives visa approval and thereafter voluntarily withdraws from the Program, no refund of either the Registration Fee or the Placement Fee shall be granted.
5.4 No refund request shall be entertained if received seven (7) calendar days or fewer before the scheduled Commencement Date.
ARTICLE 6: HOST COMPANY WITHDRAWAL OF OFFER
6.1 In the event a Host Company withdraws an issued Offer Letter or Internship Agreement prior to the Participant’s arrival in the host country, for reasons not constituting a Force Majeure event under Article 11, Regent shall refund seventy-five percent (75%) of the Placement Fee paid. The Registration Fee shall remain non-refundable in all cases.
6.2 The 75% Placement Fee refund under Article 6.1 shall be subject to deduction of all non-recoverable expenses already incurred, including but not limited to third-party processing fees, administrative charges, bank fees, and currency conversion losses.
6.3 Where the Host Company withdraws an offer due to Force Majeure events (as defined in Article 11), Regent shall issue a Program Credit Note in lieu of a cash refund.
6.4 In such circumstances, Regent shall, at no additional Registration or Placement Fee charge, make reasonable efforts to identify and offer the Participant an alternative placement of comparable standing. The Participant’s acceptance of such an alternative shall constitute full and final settlement of any claim arising from the original withdrawal. Acceptance of an alternative placement is entirely voluntary.
6.5 No refund or credit shall be issued where the Host Company’s withdrawal results from conduct, misrepresentation, documentation issues, or any act or omission attributable to the Participant.
ARTICLE 7: MATERIAL DISCREPANCY IN PLACEMENT CONDITIONS
7.1 Regent acknowledges its duty of care in accurately communicating the terms of an Offer Letter to Participants. In the event a Participant arrives at the Host Company’s premises and identifies a material discrepancy between the confirmed Offer Letter and actual placement conditions, the following framework shall apply.
7.2 Scope of Material Discrepancy. For the purposes of this Policy, a Material Discrepancy is limited strictly to a documented and verifiable reduction in the stipend amount below the amount expressly stated in the Offer Letter. The following do not constitute a Material Discrepancy under this Policy and no refund entitlement shall arise from them: (a) assignment to a different department or rotation within the same Host Company property; (b) change of work location within the same city or between outlets of the same property; or (c) any other operational or administrative variation not relating to the stipend amount.
7.3 Stipend Discrepancy — Regent’s Obligation. In the event a Material Discrepancy relating to stipend is identified, the Participant must notify Regent in writing at apply@regenthospitality.co within five (5) calendar days of arriving at the Host Company. Regent shall then formally engage with the Host Company to investigate and, where possible, rectify the discrepancy. Regent shall provide the Participant with a written update within ten (10) business days of receiving the notification.
7.4 Regent’s obligation is limited to good-faith mediation with the Host Company. Regent does not guarantee a specific outcome from such mediation, as the Host Company is an independent third party. If the Host Company confirms the stipend as stated in the Offer Letter, no refund shall be payable. If the discrepancy is confirmed and cannot be resolved, the matter shall be addressed at the Company’s reasonable discretion, which may include a partial credit or goodwill gesture, but shall not obligate a full or partial refund of fees.
7.5 Failure to notify Regent within the five (5) calendar day period shall constitute acceptance of the placement conditions, and no claim relating to placement discrepancy shall thereafter be entertained.
ARTICLE 8: VISA DENIAL OR GOVERNMENT RESTRICTION
8.1 In the event the Participant is unable to commence the Program solely due to an official visa refusal or a government-imposed legal restriction preventing lawful participation, the Company shall refund the Placement Fee only, subject to deductions under Article 8.4. The Registration Fee shall remain non-refundable under all visa denial circumstances, including first and subsequent denials.
8.2 Refund eligibility under this Article requires submission of the official visa denial letter issued by the relevant Embassy or Consulate to apply@regenthospitality.co within seven (7) calendar days of the refusal date.
8.3 Re-application after First Denial. Following a first visa denial, the Participant may elect to: (a) reapply for the same Host Company without payment of an additional Registration or Placement Fee; or (b) change to a new Host Company, in which case an additional Registration Fee shall be payable but no additional Placement Fee shall be required, unless the destination country is changed, in which case the Placement Fee shall be adjusted to reflect the pricing applicable to the new destination.
8.4 Second and Subsequent Visa Denials. In the event of a second or subsequent visa denial — whether for the same Host Company or a different Host Company — the Registration Fee shall remain strictly non-refundable. The Placement Fee may be refunded at the Company’s reasonable discretion, net of all non-recoverable costs. The Participant shall bear all visa application fees, embassy charges, and government costs for every application without exception.
8.5 Visa Ban or Blanket Entry Restriction. In the event a government authority issues a blanket visa ban, travel ban, or entry restriction specifically targeting the Participant’s nationality after the Participant has accepted the Offer Letter and paid the Placement Fee — and such restriction directly prevents the Participant from commencing the Program — the Company shall treat the matter as a Force Majeure event under Article 11. In such case, the Company shall issue a Program Credit Note valid for twenty-four (24) months. No cash refund shall be issued for earned administrative and coordination services. The Participant shall bear all third-party and government costs already incurred.
8.6 No refund shall be granted where a visa refusal results from false, incomplete, misleading, or fraudulent information or documentation provided by the Participant.
ARTICLE 9: COMPASSIONATE WITHDRAWAL — DEATH OR GENUINE EMERGENCY
9.1 In the event a Participant is required to withdraw from the Program prior to the Commencement Date due to a genuine emergency beyond their reasonable control, the following refund provisions shall apply:
9.1(a) Death of an Immediate Family Member. If the Participant is required to withdraw due to the confirmed death of an immediate family member, being a parent (father or mother), sibling, spouse, or child: (i) Where the Participant has received an Offer Letter and has paid the Placement Fee but has not yet received visa approval — Regent shall refund seventy-five percent (75%) of the Placement Fee. (ii) Where the Participant has received visa approval — Regent shall refund fifty percent (50%) of the Placement Fee. In both cases, the Registration Fee shall remain non-refundable, and all applicable bank charges and currency conversion losses shall be borne by the Participant.
9.1(b) Other Emergencies. Circumstances other than those listed in Article 9.1(a) may be considered at the Company’s sole discretion where both Parties mutually agree in writing that such circumstances constitute a legitimate emergency. No entitlement to a refund under this sub-clause arises unless expressly confirmed in writing by Regent.
9.2 Claim Procedure. To invoke this Article, the Participant or their authorized representative must: (a) submit a written request to apply@regenthospitality.co within seven (7) calendar days of the emergency event; and (b) provide supporting documentation — being a certified death certificate and evidence of relationship (e.g., birth certificate, marriage certificate) — within fourteen (14) calendar days of the initial request.
9.3 Post-Commencement. No compassionate refund shall be issued in any circumstance where the Program has already commenced and the Participant has arrived in the host country. This includes, without limitation, hospitalization or medical incapacity occurring after the Commencement Date. Such events are beyond the Company’s reasonable control, and all fees shall be deemed fully earned at the point of program commencement.
ARTICLE 10: POST-COMMENCEMENT AND TERMINATION
10.1 In the event the Program has commenced or the Participant has arrived in the host country, no refund shall be issued under any circumstances whatsoever, including medical incapacity, hospitalization, or personal emergency arising after the Commencement Date.
10.2 Partial Program Withdrawal / Early Departure. In the event the Participant voluntarily departs the Program early for any reason after the Commencement Date, no refund of any fees shall be granted. All fees are fully earned at the point of program commencement.
10.3 Disciplinary Dismissal. No refund shall be payable where termination or dismissal results from failure to meet Host Company performance standards, misconduct, violation of workplace policies, breach of immigration laws, criminal conduct, or submission of fraudulent documentation, consistent with Article 7 of the Master Terms and Conditions.
10.4 Host Company Business Closure. In the event a Host Company closes operations, restructures, or conducts layoffs for business reasons after the Commencement Date and beyond the Company’s reasonable control, no refund obligation shall arise. The Company shall make reasonable efforts to identify an alternative placement where feasible.
ARTICLE 11: FORCE MAJEURE
11.1 For the purposes of this Policy, a Force Majeure event means any event or circumstance beyond the reasonable control of either Party, including but not limited to: pandemics or public health emergencies declared by a national or international authority; acts of war, armed conflict, or terrorism; natural disasters including earthquakes, floods, or severe storms; government-imposed travel bans, lockdowns, or national states of emergency that directly prevent the lawful commencement or continuation of the Program.
11.2 In the event a confirmed Force Majeure event prevents the commencement of a Program after the Placement Fee has been paid, Regent shall issue a Program Credit Note valid for twenty-four (24) months from the date of issuance. Direct cash refunds shall not be issued for earned administrative and coordination labor.
11.3 A Program Credit Note issued under this Article is non-transferable, not convertible to cash, and may only be applied toward a future Program enrollment by the same Participant.
ARTICLE 12: CHARGEBACK AND PAYMENT DISPUTE WAIVER
12.1 By remitting the Registration Fee or Placement Fee, the Participant expressly acknowledges that they have read, understood, and agreed to this Policy in its entirety, including all non-refundable provisions.
12.2 The Participant agrees that before initiating any bank chargeback, credit card dispute, or third-party payment reversal, they shall first submit a formal written refund request to Regent at apply@regenthospitality.co and allow the Company a minimum of fourteen (14) calendar days to review and respond.
12.3 Any chargeback or payment reversal initiated by the Participant where no valid refund entitlement exists under this Policy, or in contravention of the procedure set out in Article 12.2, shall be considered a material breach of contract. The Company reserves the right to pursue recovery of the full disputed amount, together with any associated bank fees, chargeback processing charges, and reasonable legal costs.
12.4 Initiating a chargeback does not constitute or substitute for a formal cancellation under this Policy. All cancellation requests must comply with Article 5.1.
ARTICLE 13: REFUND PROCESSING
13.1 In the event a refund is approved under this Policy, such refund shall be processed within thirty (30) to forty-five (45) calendar days from the date of written confirmation of eligibility by the Company.
13.2 Refunds shall be remitted to the original paying party only and shall be subject to applicable banking fees, intermediary charges, and currency conversion losses, all of which shall be borne by the Participant.
ARTICLE 14: GOVERNING LAW AND JURISDICTION
14.1 This Policy and any dispute or claim arising out of or in connection with it — including its existence, validity, interpretation, performance, breach, or termination — shall be governed by and construed in accordance with the laws of the Kingdom of Thailand, consistent with Article 13 of the Master Terms and Conditions.
14.2 The Parties irrevocably submit to the exclusive jurisdiction of the competent courts located in Bangkok, Thailand for the resolution of any disputes arising under or in connection with this Policy.
14.3 Nothing in this Article shall prevent Regent from seeking interim or injunctive relief in any jurisdiction where the Participant or assets may be located.
ARTICLE 15: AMENDMENTS AND VERSION CONTROL
15.1 Regent reserves the right to amend, update, or revise this Policy at its sole discretion, subject to applicable law.
15.2 All amendments shall be published on the Company’s official website at http://www.regenthospitality.co with an updated version reference and effective date. Publication on the official website shall constitute sufficient and complete notice to all Participants and prospective applicants.
15.3 For Participants who have already paid the Registration Fee at the time of an amendment, the version of this Policy in force at the time of such payment shall continue to apply to their application, unless the Participant expressly agrees in writing to be bound by the revised version.
15.4 Continued engagement with the Company’s services by new Participants after the effective date of any amendment constitutes acceptance of the revised Policy.
ARTICLE 16: FINAL PROVISIONS
16.1 Except as expressly provided herein, all Program Fees are strictly non-refundable.
16.2 This Policy must be read in conjunction with the Master Terms and Conditions. In the event of any conflict on matters of refunds and cancellations, this Policy shall prevail.
16.3 By remitting the Registration Fee, the Participant confirms that they have read, understood, and unconditionally agreed to this Policy in full.
16.4 If any provision of this Policy is found to be invalid or unenforceable under applicable law, that provision shall be severed, and the remaining provisions shall continue in full force and effect.
CONTACT US
For questions regarding this Policy or to initiate a cancellation or refund request, please contact Regent through the following official channels:
Email: apply@regenthospitality.co
Phone: +66 (0)2 329 5700 (24/7)
Website: http://www.regenthospitality.co
Address: S-Metro Building, 20th Floor, Sukhumvit Road, Khlong Tan Nuea, Watthana, Bangkok 10110, Thailand
This document supersedes all previous versions of the Regent Refund & Cancellation Policy. Document Ref: REG-REF-2026-V2.0. Effective: March 1, 2026. Governed by the laws of the Kingdom of Thailand.