Refund Policy

How refunds and cancellations work for our device and digital services. Last updated: .

1) Overview

We aim for clarity and fairness. Because we provide professional services and may incur third-party or manufacturing costs, some fees are non-refundable once work begins or orders are placed. This policy explains when refunds are available and the process to request one.

2) Definitions

  • Device services: engineering/prototyping, documentation support, supplier qualification, packaging/label guidance, distribution enablement, training, and after-sales readiness.
  • Digital services: paid media, SEO, CRO/landing pages, content, email/automation, CRM setup, analytics & attribution.
  • Third-party costs: media budgets, platform fees, components, tooling, logistics, and any pass-through vendor expenses.

3) Cancellations & refunds — Digital services

  • Before kickoff: If you cancel in writing before we start work, we’ll refund any prepayment less non-recoverable third-party costs (if any).
  • After kickoff (within first 14 days): We’ll refund the unused portion of prepaid fees after deducting time & materials already delivered and non-recoverable third-party costs.
  • After 14 days from kickoff: Prepaid retainers/fees are generally non-refundable. We will complete work up to the paid period or pause by mutual agreement.
  • Media budgets: Paid directly to platforms or held for ad spend are non-refundable once campaigns are launched or funds are committed by the platform.

4) Cancellations & refunds — Device services

  • Before procurement/tooling: If you cancel in writing before materials/tooling orders, we’ll refund prepayments less any discovery/design work already delivered.
  • After procurement/tooling: Prepayments become non-refundable to the extent third-party orders, tooling, or production slots have been committed.
  • Pilot/production runs: Once a pilot or production batch is released, fees are non-refundable. We’ll address verified defects via rework/replacement per Section 6.

5) Deposits, retainers & milestone billing

  • Deposits/retainers secure capacity and are applied to future invoices; they are non-refundable once work starts.
  • Milestone invoices reflect work completed to date; amounts already invoiced/paid for delivered milestones are non-refundable.

6) Defects, rework & replacements (devices)

If a delivered device unit is found defective due to our workmanship or agreed supplier quality criteria within the acceptance window stated in your SOW/PO, we’ll provide rework or replacement at our cost. Refunds are considered only if rework/replacement is not feasible. Normal wear, misuse, unauthorized modifications, or operation outside specifications are excluded.

7) No-show / delays

  • If timelines slip due to missing inputs/approvals from the client, associated fees remain payable and may be rescheduled but not refunded.
  • If delays are caused solely by us, we’ll propose a recovery plan or, if mutually agreed, issue a pro-rated credit for undelivered scope.

8) How to request a refund

  • Email info@virtdigitech.com with your project name, invoice/PO number, and the reason for your request.
  • We may request supporting details (e.g., defect photos, logs, platform screenshots).
  • We target an initial response within 3–5 business days and resolution within 10–15 business days depending on investigation/partners.

9) Chargebacks

Please contact us first to resolve disputes. Initiating a payment chargeback before giving us a chance to investigate may delay resolution. We’ll provide documentation to the payment provider as needed.

10) Non-refundable items

  • Completed professional work (delivered hours/milestones)
  • Third-party costs already committed or consumed (media/platform fees, components, tooling, logistics)
  • Custom or made-to-order items once production has begun

11) Compliance & approvals

We support documentation and readiness; formal regulatory approvals/clearances remain the responsibility of the manufacturer of record and relevant authorities. Refunds are not provided for outcomes dependent on external regulators or platforms.

12) Governing law

This policy is governed by the laws of India. Subject to good-faith discussions, the courts at Indore, Madhya Pradesh, shall have exclusive jurisdiction.

13) Updates to this policy

We may update this Refund Policy from time to time. We will revise the “Last updated” date above and, where appropriate, provide additional notice.

Contact

Email: info@virtdigitech.com
Phone: +91 98765 43210

This policy is a general framework. Your signed proposal/SOW prevails if there is any conflict.