Cancellation and Rescheduling Policy

CarNews KE Cancellation and Rescheduling Policy

Effective Date: February, 2026

1. Purpose

The CarNews KE Cancellation and Rescheduling Policy (this “Policy”) sets out the terms and procedures governing the cancellation, postponement, rescheduling, modification, and related refunds or credits for advertising, sponsorship, sponsored content, media production, partnerships, events, and other commercial engagements booked with CarNews KE.

This Policy is intended to:

• Provide clarity and predictability to advertisers and commercial partners;
• Establish reasonable, consistently applied cancellation and rescheduling procedures;
• Protect the resources CarNews KE commits to confirmed campaigns;
• Ensure fair treatment of clients and CarNews KE alike;
• Set out clear, quantified expectations regarding refunds, credits and cancellation charges;
• Reduce disputes arising from changes to confirmed bookings.

This Policy should be read together with the applicable quotation, advertising proposal, insertion order, sponsorship agreement, service agreement, invoice, or other written commercial arrangement. Where a signed agreement contains terms that differ from this Policy, the signed agreement governs (see Section 24).

2. Scope

This Policy applies to commercial engagements including, but not limited to:

• Display advertising and website advertising, including homepage takeovers
• Sponsored articles, advertorials, and partner content
• Video sponsorships and sponsored video productions
• Social media campaigns and newsletter advertising
• CARNEWS Magazine advertising
• Event sponsorships, brand activations, and live or hybrid events
• Photography and videography services
• Interviews and branded productions
• Content production services
• Affiliate and promotional campaigns
• Brand partnership arrangements
• Other paid commercial placements or services provided by CarNews KE

3. Definitions

3.1 Cancellation

The termination of a confirmed booking or campaign before the agreed service, publication, placement, or production has been completed.

3.2 Rescheduling

The movement of a confirmed campaign, publication, placement, production, event, or service from its agreed date or period to another date or period.

3.3 Campaign

A single advertising, sponsorship, content, production, promotional, or partnership engagement.

3.4 Confirmed Booking

A commercial engagement accepted by CarNews KE and confirmed through an insertion order, written confirmation, signed agreement, payment, purchase order, or other written communication.

3.5 Production Commencement

The point at which CarNews KE or an appointed third party has begun work or incurred costs relating to a campaign, including research, writing, design, photography, filming, editing, production planning, travel, venue arrangements, or procurement of third-party services.

3.6 Cancellation Fee

An amount payable by the Client to compensate CarNews KE for work undertaken, resources committed, inventory reserved, or costs incurred following cancellation.

3.7 Campaign Credit

An amount or value that CarNews KE may, at its discretion, apply toward a future eligible campaign instead of providing a cash refund.

3.8 Fixed-Date Engagement

A live event, activation, exhibition, motorsport activity, or other campaign tied to a specific date or venue, where advance commitments and non-refundable third-party costs typically apply well ahead of the engagement date.

4. General Cancellation Principles

Once a commercial engagement has been confirmed, CarNews KE allocates advertising inventory, personnel, production capacity, editorial resources, equipment, venues, suppliers, and other resources to fulfil the booking. Cancellation of a confirmed booking may therefore result in cancellation charges.

The applicable cancellation terms depend on:

• The type of campaign;
• The value of the booking;
• The timing of the cancellation;
• Whether production has commenced;
• Whether advertising inventory has been reserved;
• Whether third-party costs have been incurred;
• Whether materials have already been published;
• Whether the campaign involves an event or other fixed-date activity.

CarNews KE applies the cancellation terms in this Policy fairly and consistently across clients.

5. Cancellation Requests by Advertisers

Advertisers wishing to cancel a confirmed booking should submit the request in writing to the CarNews KE Advertising Department. The request should, where applicable, include:

• Advertiser or organisation name;
• Campaign name or Client/Campaign Code;
• Scheduled campaign date;
• Relevant advertising placement or service;
• Requested cancellation date;
• Any relevant supporting information.

A cancellation request does not automatically constitute acceptance of cancellation. Cancellation becomes effective only once CarNews KE confirms the cancellation in writing.

6. Cancellation Fee Schedule

Unless otherwise specified in a campaign agreement, the following fee schedule applies to standard advertising, sponsorship, and content campaigns. Charges are calculated against the total confirmed campaign value.

Where actual costs already incurred or committed by CarNews KE exceed the standard charge shown above, CarNews KE may recover those costs in full. Where actual costs are lower than the standard charge, CarNews KE may apply the lower amount at its discretion.

7. Refund and Credit Processing Timeline

Where a refund or campaign credit is due under this Policy, CarNews KE will:

• Confirm the outcome of a cancellation request in writing within 5 business days of receiving it;
• Process any approved refund within 14 business days of written cancellation confirmation, using the original payment method or account agreed with the Client;
• Apply any approved campaign credit to the Client’s account within 5 business days of written cancellation confirmation, noting its applicable expiry date;
• Provide the Client with a written breakdown of any deductions (completed work, third-party costs, inventory charges, or cancellation fees) alongside the refund or credit.

Processing timelines may be extended where third-party suppliers, payment processors, or banking timelines are outside CarNews KE’s control.

8. Production-Based Services

For campaigns involving substantial production work, cancellation charges apply once production has commenced. Production work may include:

• Editorial research, article development, and copywriting
• Graphic design
• Photography and videography
• Studio booking, location arrangements, and equipment hire
• Talent arrangements and travel
• Editing, post-production, animation, and voice-over production
• Social media content production

The Client is responsible for reasonable costs incurred before cancellation, even where the final content has not yet been published, in addition to the applicable fee under Section 6.

9. Sponsored Content Cancellation

Cancellation of sponsored articles, branded features, interviews, sponsored videos, or other commissioned content is assessed according to the stage of production. Where substantial work has already been completed, CarNews KE will charge for the work performed and expenses incurred, applying Section 6 as a floor.

Where sponsored content has already been published, cancellation does not automatically require CarNews KE to remove the content. Removal, amendment, archiving, or continued publication will be considered according to the applicable agreement, editorial considerations, legal requirements, content integrity, reader transparency, and any outstanding commercial obligations. In practice, this means CarNews KE will correct factual errors on request but will not remove or unpublish content solely because a sponsorship has been cancelled after publication.

10. Advertising Inventory and Reserved Placements

Advertising space and campaign inventory may be reserved specifically for an advertiser. Cancellation of a reserved placement may result in charges under Section 6 even where the Client’s creative material has not yet been published, because the reservation may have prevented CarNews KE from accepting another advertiser for the same period.

11. Rescheduling Requests

Clients may request to reschedule a confirmed campaign. Rescheduling requests should be submitted as early as possible. CarNews KE will make reasonable efforts to accommodate rescheduling requests but does not guarantee that the requested alternative date, placement, production slot, or event opportunity will be available.

Rescheduling is subject to availability, production schedules, advertising inventory, editorial schedules, third-party availability, event schedules, and applicable costs.

12. Rescheduling Without Additional Charges

Where reasonably practicable, CarNews KE will permit a campaign to be rescheduled without an additional rescheduling fee where:

• At least 14 calendar days’ notice is provided;
• The campaign remains substantially unchanged;
• The alternative date is available;
• No significant additional costs are incurred;
• The change does not materially affect other confirmed bookings.

Any such accommodation is at the discretion of CarNews KE unless otherwise provided for in a written agreement.

13. Rescheduling Charges

A rescheduling fee of 10% of the affected campaign value, plus recovery of any third-party costs listed below, applies where rescheduling results in:

• Additional production work;
• New photography or filming arrangements;
• Additional travel;
• Venue or studio charges;
• Third-party supplier costs;
• Loss of previously reserved inventory;
• Significant changes to campaign requirements;
• Rebooking of production personnel or equipment.

CarNews KE will communicate any applicable additional charges before confirming the revised booking.

14. Campaign Changes

Requests to materially change a confirmed campaign may be treated as a cancellation of the original booking and creation of a revised booking, subject to Section 6. Material changes may include:

• Changing the campaign duration;
• Changing advertising formats;
• Changing the number of deliverables;
• Changing the production concept;
• Changing the sponsored content topic;
• Changing the publication platform;
• Changing the event or activation;
• Changing major creative requirements;
• Changing the agreed scope of work.

CarNews KE will assess such requests and advise the Client of any applicable additional costs or revised terms before proceeding.

15. Cancellation by CarNews KE

CarNews KE may cancel, suspend, postpone, or reschedule a campaign where reasonably necessary, including due to:

• Technical failure or website or platform disruption;
• Production difficulties;
• Force majeure;
• Regulatory or legal concerns;
• Safety concerns;
• Failure by the Client to provide required materials;
• Non-payment or breach of contractual terms or this Policy;
• Misleading or unlawful advertising;
• Reputational or operational risk;
• Circumstances beyond the reasonable control of CarNews KE.

Where cancellation is attributable to CarNews KE and the Client has not received the contracted service, CarNews KE will provide a reasonable remedy — rescheduling, replacement advertising inventory, replacement services, a campaign credit, or a refund of applicable amounts — at no additional cost to the Client, following the timeline in Section 7.

16. Force Majeure

CarNews KE will not be liable for failure, delay, cancellation, or rescheduling caused by circumstances beyond its reasonable control, including:

• Natural disasters, severe weather, fire, or flooding;
• Epidemics or pandemics;
• Civil unrest or government restrictions;
• Strikes, internet, or telecommunications failures;
• Major power disruptions or cybersecurity incidents;
• Platform failures or transport disruptions;
• Venue closures or security incidents;
• Other events beyond reasonable control.

Where practical, CarNews KE will work with the Client to reschedule the affected campaign at no additional charge, or otherwise resolve the matter under Section 15.

17. Non-Payment and Cancellation

Failure to make payment by the agreed deadline does not automatically constitute cancellation of a confirmed booking. CarNews KE may suspend, postpone, or cancel a campaign where required payment has not been received within the agreed payment terms. Any resulting cancellation charges or outstanding amounts will be determined according to the applicable agreement and this Policy.

18. Failure to Provide Advertising Materials

Where an advertiser is responsible for supplying creative materials, information, approvals, products, vehicles, spokespersons, or other campaign inputs, these must be provided within the agreed timeframe. Failure to provide required materials may affect the campaign schedule. CarNews KE may reschedule the campaign, proceed using previously approved materials, delay publication or production, suspend or cancel the campaign, and apply applicable cancellation or production charges. CarNews KE is not responsible for delays caused by the Client’s failure to provide required materials or approvals on time.

19. Published Content

Cancellation of an advertising or sponsored-content agreement does not necessarily require removal of material that has already been published. Where removal is requested, CarNews KE will consider the request in accordance with the applicable commercial agreement, editorial integrity, legal obligations, reader transparency, content ownership, and outstanding financial obligations. Removal of published content may also affect the Client’s campaign deliverables and does not automatically create a right to a refund.

20. Third-Party Costs

Where CarNews KE engages third-party suppliers or incurs external costs on behalf of a campaign, the Client is responsible for such costs where they are non-refundable and have already been incurred, including:

• Venue and equipment hire;
• Photography, videography, and transport;
• Accommodation and printing;
• Talent and production services;
• External advertising platforms;
• Event registration and specialist technical services.

21. Fixed-Date Engagements and Live Events

Events, launches, activations, exhibitions, motorsport activities, and other fixed-date engagements carry cancellation risk that standard advertising campaigns do not: venue, logistics, staging, and supplier commitments are typically made well in advance and are frequently non-refundable. This includes CarNews KE’s own flagship live and hybrid events as well as third-party event sponsorships booked through CarNews KE.

Unless a specific sponsorship or event agreement provides otherwise, the following notice-based schedule applies to fixed-date engagements, in place of the standard schedule in Section 6:

Where non-refundable third-party costs specific to the engagement (for example, venue deposits, staging, or supplier bookings) exceed the standard charge shown above, CarNews KE may recover those costs in full. Sponsors and partners will be notified of any engagement-specific terms, including longer notice requirements, at the time of booking.

22. Communication of Changes

All cancellation and rescheduling requests should be communicated through the official CarNews KE Advertising Department. Requests should be made in writing to create a clear record of:

• The original booking;
• The requested change;
• The date of the request;
• Applicable charges;
• The revised arrangements;
• Any agreed refund or credit.

Verbal requests should be followed by written confirmation within 2 business days.

23. Campaign-Specific Terms

This Policy establishes CarNews KE’s general cancellation and rescheduling framework. Where a signed agreement, insertion order, quotation, sponsorship agreement, purchase order, or other written commercial arrangement contains specific cancellation, refund, or rescheduling terms, those terms govern the relevant engagement to the extent permitted by applicable law. Clients are encouraged to review all commercial documents before confirming a booking.

24. Disputes

CarNews KE encourages clients to raise cancellation or rescheduling concerns promptly with the Advertising Department so that the matter can be resolved amicably. Where a dispute cannot be resolved through direct communication, the parties may pursue any applicable dispute-resolution mechanism provided in their commercial agreement or under applicable Kenyan law.

25. Amendments to this Policy

CarNews KE may review and update this Cancellation and Rescheduling Policy periodically. Changes become effective upon publication unless otherwise stated. Where a campaign has already been confirmed under specific written terms, amendments to this general Policy will not automatically alter those agreed terms unless permitted by the relevant agreement.

26. Contact Information

Advertising Department

CarNews Digital (CarNews KE)

Location: Nairobi, Kenya
Email: ads@carnews.co.ke
Website: www.carnews.co.ke

For cancellation, rescheduling, campaign modification, refund, or credit enquiries, advertisers should contact the CarNews KE Advertising Department.

Our Commitment

CarNews KE recognises that advertising campaigns can change because of business, operational, financial, logistical, or unforeseen circumstances. This Policy is intended to provide a transparent, predictable framework for managing those changes while protecting both clients and the resources committed by CarNews KE. We handle cancellation and rescheduling requests fairly, consistently, and professionally, while maintaining the quality and reliability of the services we provide to our commercial partners.