Refund & Cancellation Policy

1. Overview

This Refund & Cancellation Policy outlines the terms under which clients may cancel projects, request refunds, or modify services. WebXCrafting strives to deliver exceptional service, but we understand that circumstances may change. Our policy balances client satisfaction with protection of our resources and development efforts.

2. Project Cancellation Policy

2.1 Within 7 Days of Project Start (Grace Period)

If a client requests cancellation within 7 days of project commencement:

• Refund Amount: 90% of the deposit or advance payment
• Condition: Minimal work must have been initiated
• Processing Time: Refund processed within 10 business days
• Requirement: Client must provide written cancellation request

Exception: If 40% or more of work has been completed, the grace period does not apply and regular cancellation terms apply.

2.2 During Active Development (8 Days - 80% Completion)

Once active development has commenced beyond the grace period:

• Non-Refundable Portion: All payments made are non-refundable once development has commenced
• Partial Deliverables: Client receives all work completed to date in its current state
• Remaining Balance: Must be paid in full for completed work
• Cancellation Fee: 15% of remaining project cost (to cover planning, resources allocated)

Example: If a $10,000 project is 50% complete when cancelled, the client pays $5,000 for completed work + $750 cancellation fee = $5,750 total.

2.3 Near Completion (80% or More)

If the project is 80% or more complete:

• Full Payment Required: 100% of the project cost must be paid
• Delivery: All completed work is delivered as-is
• Resumption Option: Client may request remaining work be completed within 30 days
• Extension Charges: Any work extending beyond 30 days is billed separately

2.4 No Refunds After Project Launch

Once the website/application is launched and goes live on the client's domain or server:

• No refunds are available under any circumstances
• All payment obligations are complete
• Client has full ownership of the delivered project
• Post-launch support (maintenance, updates) is available as a separate service

3. Refund Process

3.1 Cancellation Request

To request cancellation, the client must:

1. Submit a written cancellation request via email to support@webxcrafting.com
2. Include the project name, project ID, and reason for cancellation
3. Specify the refund amount being requested
4. Wait for written confirmation from WebXCrafting

3.2 Refund Processing Timeline

• Approval: WebXCrafting reviews the request within 5 business days
• Processing: Once approved, refunds are processed within 10 business days
• Bank Transfer: 5-7 business days depending on the client's bank
• Credit Card/Third-Party: May take up to 14 business days

3.3 Refund Method

Refunds are issued using the same payment method as the original transaction:

• Bank transfers refunded to the original account
• Credit cards refunded to the same card
• Third-party processors (PayPal, Stripe) refunded accordingly

Note: WebXCrafting is not responsible for banking delays or issues on the client's end.

3.4 Refund Verification

Before processing a refund, we verify:

• Valid project agreement exists
• Cancellation request is within applicable policy
• No ongoing payment disputes
• Client has fulfilled their obligations

4. Scope Changes & Modifications

4.1 Scope Expansion

If the client requests additional features or scope beyond the original proposal:

• A separate change order or quotation is provided
• Additional costs are outlined and must be approved
• Timeline may be extended accordingly
• Client must agree in writing before work begins

4.2 Scope Reduction

If the client reduces the project scope:

• Cost reduction is calculated based on work saved
• Work already completed cannot be refunded
• Any payments already made are applied to the new cost
• A revised agreement is executed

4.3 Feature Removal or Change

If features are changed or removed after development begins:

• Changes made prior to implementation are included in the project
• Changes to completed features may incur rework fees
• Refunds are not available for development time already spent

5. Client-Initiated Project Suspension

If a client requests to temporarily suspend a project:

• Suspension Period: Projects may be suspended for up to 30 days without penalty
• Team Allocation: Beyond 30 days, our team may be reallocated to other projects
• Resumption: Project can usually resume but timeline may be extended
• Payment: Outstanding payments remain due regardless of suspension
• Fees: Storage and overhead fees may apply for extended suspensions

6. Non-Refundable Items

The following are non-refundable regardless of circumstances:

• Domain registration or renewal fees
• Hosting fees (unless part of a managed service cancellation)
• SSL Certificates
• Third-party software licenses or APIs
• Planning, consultation, and design time
• Premium plugin or template licenses (if specific to project)
• Content creation services (copywriting, photography)
• Past due invoices or late payment fees

7. Maintenance & Support Services

Cancellation policies for ongoing maintenance and support services:

• Monthly Retainers: Can be cancelled with 30 days written notice; no refund for current month
• Annual Plans: Can be cancelled with 60 days notice; pro-rata refund for unused months
• Support Tickets: Cannot be refunded once work has been initiated
• Cancellation Effective Date: Cancellations take effect at the end of the current billing cycle

8. Unsatisfactory Work

If a client is unsatisfied with the delivered work:

• Revision Rounds: Included revision rounds (typically 2-3) allow for changes
• Communication: Issues must be communicated in writing within 7 days of delivery
• Resolution: WebXCrafting will work to address specific concerns
• Refund Ineligibility: If work meets the agreed specifications, a refund cannot be issued due to subjective dissatisfaction

Note: This policy does not apply if WebXCrafting has failed to meet the project specifications.

9. Payment Disputes

If a client disputes a charge or initiates a chargeback:

• Communication Required: Clients must contact us first to resolve the dispute
• Documentation: WebXCrafting will provide invoice and project documentation
• Credit Card Chargebacks: Pursuing chargebacks may result in account suspension or legal action
• Resolution: Disputes are resolved through negotiation or mediation

10. WebXCrafting-Initiated Cancellation

WebXCrafting may cancel a project if:

• Client fails to pay within 30 days of invoice
• Client violates the Terms of Service or Acceptable Use Policy
• Client provides illegal or unethical project requirements
• Client is unresponsive for more than 14 days
• The project involves illegal activity or infringes on rights

In case of WebXCrafting-initiated cancellation, all completed work remains with WebXCrafting and no refund is issued.

11. Refund Limitations

Please note the following limitations:

• Refunds must be requested in writing within 30 days of cancellation
• Refunds are not issued for Client breach of contract
• Refunds are not issued if project specifications were met
• Refunds do not include non-refundable items listed above
• Refund eligibility is determined solely by WebXCrafting

12. Special Circumstances

WebXCrafting understands that special circumstances may arise. For requests outside the standard policy (hardship, force majeure, etc.):

• Contact us at support@webxcrafting.com with detailed explanation
• Provide supporting documentation if available
• We will review and make a decision on a case-by-case basis
• No guarantees that exceptions will be approved

13. Policy Updates

WebXCrafting may update this Refund & Cancellation Policy at any time. Updated policies apply to future projects. Existing project agreements are governed by the policy terms at the time of the agreement.

14. Contact & Disputes

For refund requests or policy questions:

Quick Reference: Cancellation Refund Chart