Refund & Cancellation Policy

This Cancellation & Refund Policy applies to custom AI consulting, AI agent development, RAG systems, chatbots, workflow automation, SaaS MVP engineering, and related digital services sold by Sanidhyam AI Labs (“Sanidhyam,” “we,” “us”). It should be read with our Terms & Conditions and Privacy Policy.

1. Scope of services

Our deliverables are typically custom software and consulting work under a written Statement of Work (SOW), proposal, or Order Form. Because work is customized, refunds are limited to the windows and conditions below.

2. Cancellation before project kick-off

If you cancel before kick-off (defined as the earlier of: (a) the agreed start date in the SOW, or (b) the first billable discovery / architecture session after payment):

• We will refund 100% of fees paid for that engagement, less any non-recoverable third-party costs we have already incurred with your written approval (for example paid model credits or infrastructure provisioned at your request).
• Cancellation must be sent in writing to divyakumar@sanidhyamailabs.com (and copied to info@sanidhyamailabs.com).

3. Cancellation after work has started

Once kick-off has occurred or work is in progress:

• Fees for completed milestones that you have accepted (or that are deemed accepted under the SOW) are non-refundable.
• For work already performed under an open milestone (discovery, architecture, build, or launch), we will invoice or retain fees proportional to work completed, based on time spent and deliverables produced.
• Any unused prepaid retainer balance for unstarted future months may be refunded or credited as agreed in writing, after deducting completed work and approved third-party costs.

4. Advance retainers and milestone acceptance

• Advance / kick-off retainers secure scheduling and cover initial discovery and architecture. They become non-refundable once kick-off occurs, except as stated in §2.
• Milestone payments are due as set out in the SOW. A milestone is accepted when you approve it in writing, or when the SOW acceptance window expires without a timely written rejection citing material non-conformity.
• Rejected milestones will be reworked per the SOW. Persistent material non-conformity after a reasonable cure period may entitle you to a refund of fees paid for that non-conforming portion only.

5. Monthly retainers and prepaid terms

For monthly consulting plans (Start / Build / Ship / Scale):

• Month-to-month: cancel with 30 days written notice; the current month is non-refundable.
• Prepaid 6-month or 12-month terms: prepaid discounts are earned over the commitment period. Early termination generally does not refund unused prepaid months except where required by law or expressly agreed in writing. We may offer a goodwill credit toward future work at our discretion.

6. Digital products and App Store purchases

Consumer app purchases (for example Counterly POS or utility iOS apps) are subject to Apple App Store (or Google Play, when available) refund rules. For disputes on those storefronts, use the platform’s refund process. This Policy primarily covers direct consulting and custom engineering invoices paid through Cashfree or bank transfer.

7. How refunds are processed

• Approved refunds will be processed via Cashfree to the original payment source within 5–7 business days after written approval.
• Bank or card issuer posting times may add additional days beyond Cashfree settlement.
• For bank-transfer invoices outside Cashfree, refunds will be returned to the originating account within the same 5–7 business day target after we receive complete remittance details.

8. Chargebacks

Please contact us before initiating a chargeback so we can resolve the issue. Unwarranted chargebacks may result in suspension of services and collection of amounts rightfully owed under the SOW, plus chargeback fees where permitted by law.

9. Contact for billing and refund queries

10. Changes

We may update this Policy from time to time by posting a revised version on this page. Material changes will be posted here.