Refund & Cancellation Policy

This Refund & Cancellation Policy ("Policy") governs refunds, cancellations, and billing adjustments for all services provided by QuantisNode Solutions Private Limited ("Quantisnode", "we", "us", "our").

By engaging our services, you ("Client", "you", "your") agree to this Policy. This Policy supplements your Service Agreement, Statement of Work (SOW), or Proposal ("Service Agreement"). In case of conflict, the Service Agreement prevails.

We strive for transparency and fairness in all billing matters. If you have questions, contact us at help@quantisnode.in before signing any agreement.

Custom Professional Services: Our services (software development, digital marketing, consultation, data analysis, API development) are custom professional services tailored to your specific requirements. They are not standardized, off-the-shelf products.

Time & Expertise Based: Fees compensate for our team's time, expertise, planning, research, and execution — which begins immediately upon engagement and cannot be recovered once expended.

General Rule: Due to the custom nature of our services, fees for work performed are generally non-refundable once services have commenced, except as specifically outlined in this Policy or your Service Agreement.

Exceptions: Refunds may be considered in specific circumstances detailed below.

Refunds or credits may be issued in the following situations:

1. Failure to Deliver Agreed Scope: If we fail to deliver the core deliverables specified in the Service Agreement within the agreed timeline (excluding delays caused by Client), and cannot remedy within a reasonable cure period (15 business days after written notice).

2. Material Breach by Us: If we materially breach the Service Agreement and fail to cure within 15 business days of written notice.

3. Duplicate/Erroneous Billing: If you are charged twice for the same service or billed in error, the excess amount will be refunded within 10 business days of notification.

4. Service Cancellation by Us: If we cancel a Service Agreement for reasons other than Client breach, we will refund any prepaid amounts for undelivered services.

5. Regulatory Requirement: If required by applicable law or regulatory authority.

The following are explicitly non-refundable:

1. Work Already Performed: Fees for any phase, milestone, or deliverable completed and delivered (regardless of Client acceptance).

2. Project Initiation & Discovery: Upfront deposits, discovery workshops, architecture planning, and project setup costs incurred before development begins.

3. Third-Party Costs: Expenses paid to third parties on your behalf (cloud infrastructure, licenses, APIs, domains, stock assets) once incurred.

4. Change Orders & Additional Work: Approved change orders and scope additions, once work has commenced.

5. Client Delays: If project delays are caused by Client (late feedback, missing assets, delayed approvals), fees for time reserved/waiting are non-refundable.

6. Change of Mind: Dissatisfaction with aesthetic preferences, business strategy changes, or internal budget reallocations do not qualify for refunds.

7. Force Majeure: Events beyond our control (natural disasters, pandemics, government actions, internet outages) — see Force Majeure section in Terms of Service.

By Client (Before Work Commences):

• More than 14 days before start date: Full refund of deposit minus 10% administrative fee.

• 7-14 days before start date: 50% of deposit refunded.

• Less than 7 days before start date: Deposit non-refundable (team already allocated).

By Client (After Work Commences):

• Client may terminate with 30 days' written notice per Service Agreement.

• Client pays for: (a) all work completed through termination date; (b) non-recoverable third-party costs; (c) 20% of remaining contract value as termination fee (covers team reallocation, ramp-down).

• No refund for work already performed.

By Us:

• We may terminate for Client's material breach (non-payment, failure to provide required inputs, breach of confidentiality) with 15 days' cure notice.

• Upon termination for cause, all fees for work performed are immediately due. No refunds.

To request a refund, follow these steps:

1. Written Request: Email help@quantisnode.in with subject "Refund Request - [Invoice/Project Number]" within 30 days of the invoice date or event giving rise to the request.

2. Required Information: Include: (a) Invoice/Project number; (b) Amount requested; (c) Detailed reason with reference to this Policy; (d) Supporting documentation (emails, deliverables, correspondence).

3. Acknowledgment: We will acknowledge receipt within 3 business days.

4. Investigation: Our billing team will review within 15 business days. We may request additional information or schedule a call.

5. Decision: You will receive a written decision (approval, partial approval, or denial with reasons).

6. Payment: Approved refunds are processed within 10 business days via original payment method. If original method unavailable, we will coordinate an alternative.

7. Escalation: If you disagree with the decision, you may escalate per the Dispute Resolution section in our Terms of Service.

Where partial refunds apply, calculations are based on:

Fixed-Price Projects: Refund = Total Paid - (Completed Phase Fees + Non-recoverable Costs + 20% Termination Fee).

Time & Materials: Refund = Prepaid Amount - (Hours Worked × Agreed Rate) - Non-recoverable Costs.

Retainer/Monthly Engagements: Refund = Prepaid Amount - (Months Delivered × Monthly Rate) - Prorated Current Month (if >50% delivered).

Completed milestones/phases are valued per the Service Agreement payment schedule, not actual hours spent.

If you dispute an invoice:

1. Timely Notice: Notify us in writing within 15 days of invoice receipt. Undisputed portions must be paid on time.

2. Good Faith: Both parties will negotiate in good faith to resolve within 15 business days.

3. Escalation: Unresolved disputes follow the Dispute Resolution process in our Terms of Service (mediation → arbitration in Varanasi).

4. No Self-Help: You may not withhold payment, offset, or suspend obligations without written agreement or arbitral award.

For any digital products, templates, or licenses sold separately:

Downloadable/Accessed Products: Non-refundable once downloaded or access granted.

Subscription Licenses: Cancel anytime; no refund for current billing period. Access continues until period ends.

Defective Products: If a product is materially defective and we cannot fix within 15 business days, a refund may be issued.

Refunds will be net of any taxes already remitted to government authorities (GST, TDS, etc.).

If taxes have not yet been remitted, we will adjust tax filings accordingly and refund the tax component.

You are responsible for any tax consequences on your end.

We will provide necessary documentation (credit notes, revised invoices) for your records.

Monthly/Annual Plans: Cancel anytime in your account settings or by emailing us.

Cancellation Effect: Access continues until end of current billing period. No prorated refunds for partial periods.

Auto-Renewal: Plans auto-renew unless cancelled 7+ days before renewal date.

Reminders: We send renewal reminders 14 days and 3 days before renewal.

Failed Payments: 3-day grace period. Service suspended after 7 days. Account closed after 30 days of non-payment.

Enterprise/Volume Agreements: Custom refund terms may be negotiated and documented in the Service Agreement.

Government/Non-Profit: May have specific terms per applicable regulations.

Reseller/Partner Programs: Governed by separate Partner Agreement.

Legal Requirements: Where applicable law mandates broader refund rights (e.g., consumer protection laws), those rights prevail over this Policy.

We may update this Policy. The "Last Updated" date indicates the latest revision.

Material changes will be communicated via email (if provided) or Website notice at least 30 days before effective date.

Continued engagement after changes constitutes acceptance.

Refund requests are evaluated under the Policy version in effect at the time of the request.

For refund requests, billing questions, or policy clarification:

QuantisNode Solutions Private Limited
Attn: Billing Department
B-22/251-A-H-B, Khojwa 187, Varanasi, Uttar Pradesh – 221001, India
Email: help@quantisnode.in
Phone: +91-9335773558