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Refund Policy

At PolicyWriter AI, we are committed to client satisfaction and delivering high-quality professional services. This Refund Policy explains our policies regarding cancellations, refunds, and service modifications.

We encourage you to review this policy carefully before engaging our services. If you have any questions, please contact us at [email protected] or +80063577627.

1. Our Commitment to Quality

We stand behind the quality of our work. Every project receives:

• Thorough research and professional expertise
• Attention to detail and accuracy
• Compliance with industry standards and best practices
• Opportunities for client feedback and revisions
• Ongoing communication and support

Our goal is to ensure you are satisfied with the services we provide. We work closely with clients throughout the engagement to address concerns and make adjustments as needed.

2. Service Categories and Refund Eligibility

Refund eligibility depends on the type of service and the stage of project completion:

2.1 Initial Consultation Services

Refund Policy: 100% refund available if cancellation is made at least 24 hours before the scheduled consultation.

Initial consultations are typically complimentary or offered at a nominal fee. If you've paid for a consultation and need to cancel, please notify us at least 24 hours in advance for a full refund. Cancellations made less than 24 hours before the scheduled time may not be eligible for a refund.

2.2 Project-Based Services

Refund Policy: Varies based on project completion stage (see detailed breakdown below).

For project-based services such as policy development, procedure documentation, or custom solutions, refund eligibility depends on how much work has been completed. We follow a transparent milestone-based approach.

2.3 Retainer Services

Refund Policy: Unused retainer hours may be refunded with 30 days' written notice, subject to terms of the retainer agreement.

For ongoing retainer arrangements, we bill for actual hours used. Any unused hours in your retainer balance may be refundable upon proper notice, less any non-refundable retainer fees as specified in your agreement.

2.4 Training and Implementation Services

Refund Policy: Refunds available up to 7 days before scheduled training date, subject to 20% administrative fee.

Training programs require preparation, customization, and scheduling coordination. Cancellations made with adequate notice allow us to reallocate resources and may be eligible for partial refunds.

2.5 Subscription-Based Services

Refund Policy: Refunds available for unused portion of subscription with 30 days' notice, prorated by remaining days in billing cycle.

If you subscribe to ongoing services (such as policy update services or compliance monitoring), you may cancel at any time with proper notice. We will refund the unused portion of your subscription on a prorated basis.

3. Project-Based Services: Detailed Refund Schedule

For project-based services, refunds are calculated based on project completion milestones:

Project Stage	Work Completed	Refund Percentage
Pre-Discovery	Before initial discovery call or information gathering	100% (less payment processing fees)
Discovery Phase	Discovery completed, research underway	75%
Draft Development	First draft provided to client	50%
Revision Phase	Client feedback incorporated, revisions underway	25%
Final Delivery	Final deliverables provided to client	No refund (satisfaction guarantee applies)

4. Satisfaction Guarantee

Even after final delivery, we stand behind our work. If you are not satisfied with the final deliverables, we offer:

4.1 Revision Period

We include a specified number of revision rounds in every project (typically 2-3 rounds, as outlined in your Service Agreement). During this period, we will:

• Address any concerns about the work product
• Make necessary corrections or adjustments
• Clarify any questions about implementation
• Ensure the deliverables meet agreed-upon specifications

4.2 Quality Issues

If the final deliverables contain material errors or fail to meet the specifications outlined in your Service Agreement, we will:

1. Correct the issues at no additional charge within a reasonable timeframe
2. If correction is not possible or satisfactory, provide a partial refund proportional to the deficiency

5. Non-Refundable Items and Services

Certain costs and services are non-refundable under any circumstances:

5.1 Third-Party Expenses

• Legal research database subscriptions purchased for your project
• Industry-specific compliance resources or reference materials
• Third-party consultant fees (if applicable)
• Travel expenses already incurred
• Software licenses or tools purchased for your project

5.2 Completed Work

• Research already conducted
• Deliverables already provided and accepted
• Time spent in meetings, calls, or consultations
• Analysis and recommendations already delivered

5.3 Administrative Fees

• Setup or onboarding fees
• Payment processing fees (typically 2.9% + $0.30 per transaction)
• Administrative costs for project initiation

6. Cancellation Procedures

6.1 How to Request a Cancellation or Refund

To cancel services or request a refund:

1. Submit your request in writing via email to [email protected]
2. Include your name, project details, and reason for cancellation
3. Reference your Service Agreement or invoice number
4. Allow up to 5 business days for review and response

6.2 What Happens After Cancellation

Upon receiving your cancellation request, we will:

• Acknowledge receipt within 1 business day
• Review your project status and calculate any applicable refund
• Provide a detailed breakdown of charges and refund amount
• Process approved refunds within 10 business days
• Deliver any completed work product to date
• Return any client materials or confidential information

6.3 Cancellation by PolicyWriter AI

We reserve the right to cancel services and provide a full refund if:

• We determine we cannot meet your requirements
• Conflicts of interest arise that prevent us from serving you
• Client violates our Terms and Conditions
• Project scope changes significantly from original agreement
• We are unable to obtain necessary information to proceed

In such cases, we will provide a full refund of any prepaid fees, less any costs already incurred for work performed.

7. Refund Processing

7.1 Timeline

Approved refunds are processed according to the following schedule:

• Review Period: Up to 5 business days to review refund request
• Approval Notification: 1-2 business days after review completion
• Processing: 3-5 business days to process refund
• Bank Processing: Additional 5-10 business days for refund to appear in your account (depending on your financial institution)

7.2 Refund Method

Refunds will be issued using the same payment method used for the original purchase:

• Credit Card: Refunded to the original card used
• Bank Transfer: Refunded to the same bank account
• Check: Mailed to the billing address on file

If the original payment method is no longer available, we will work with you to arrange an alternative refund method.

7.3 Currency and Exchange Rates

Refunds are processed in the currency of the original transaction. For international clients, please note:

• Exchange rates may fluctuate between payment and refund
• Your bank may charge currency conversion fees
• We are not responsible for losses due to exchange rate changes

8. Disputes and Resolution

8.1 Dispute Process

If you disagree with our refund decision:

1. Contact us at [email protected] to discuss your concerns
2. Provide additional information or clarification about your refund request
3. Request a review by our management team
4. We will provide a written response within 10 business days

8.2 Good Faith Negotiations

We believe in fair dealing and will make every reasonable effort to resolve disputes amicably. Our commitment is to find mutually acceptable solutions that reflect the value delivered and respect both parties' interests.

8.3 Chargebacks

9. Special Circumstances

9.1 Force Majeure

If services cannot be completed due to circumstances beyond our control (natural disasters, pandemics, war, government actions, etc.):

• We will refund the portion of fees for unperformed work
• We may offer to reschedule or modify services when possible
• No refund is required for work already completed

9.2 Client Circumstances

We understand that unexpected situations arise. If you need to cancel due to:

• Financial hardship
• Business closure or restructuring
• Emergency situations
• Other extenuating circumstances

Please contact us to discuss options. While we cannot guarantee refunds in all situations, we will work with you to find a fair resolution, which may include:

• Extended payment terms
• Pausing services temporarily
• Modified service scope
• Partial refunds or credits toward future services

10. Modifications to Services

10.1 Scope Changes

If project scope increases beyond the original agreement:

• We will provide a written proposal for additional work and costs
• No additional work will commence without your approval
• Additional fees are subject to this same refund policy

10.2 Scope Reductions

If project scope decreases:

• We will adjust fees accordingly and refund the difference
• Refunds for scope reductions are calculated based on the percentage of work eliminated
• No refund for work already completed under the original scope

11. Questions and Contact Information

We want you to feel confident in choosing PolicyWriter AI for your policy development needs. If you have questions about our Refund Policy, or if you need to request a refund or cancellation, please contact us:

12. Updates to This Policy

We may update this Refund Policy from time to time to reflect changes in our practices or legal requirements. When we make material changes:

• We will update the "Last Updated" date at the top of this policy
• We will notify active clients via email
• Changes will be posted prominently on our website

Your continued use of our services after changes are posted constitutes acceptance of the updated Refund Policy. However, any refund requests for services purchased before the policy change will be governed by the policy in effect at the time of purchase.

Thank you for choosing PolicyWriter AI as your partner in policy development and compliance.