Cancellation & Refund Policy
Clear, transparent guidelines regarding custom project cancellations, 30-day warranty coverage, AMC support terms, and refund processing criteria.
1. Overview & Scope of Policy
This Cancellation & Refund Policy outlines the terms and conditions under which clients may request a refund, project cancellation, or service termination for digital solutions provided by Qubit Codes. This policy applies primarily to custom software development engagements — including web development, mobile app engineering, cloud server infrastructure, Annual Maintenance Contracts (AMCs), Back-Office support services, and digital graphic assets. For SaaS products and subscription-based services, refer to our Subscription Terms.
2. 30-Day Warranty & Priority Resolution Protocol
We provide a complimentary 30-day Post-Launch Warranty for custom applications commencing on the date of production handoff.
Priority Resolution Protocol across All Support Frameworks
During any active warranty period, Annual Maintenance Contract (AMC), or Back-Office support retainer, our primary priority is always to fix, rectify, patch, or resolve delivery defects. Refund requests cannot be submitted to bypass active bug-fixing or support workflows.
A refund request will only be evaluated during a support, warranty, AMC, or retainer period if:
- The issue falls completely outside the scope of warranty or support agreement capability; or
- Qubit Codes is unable to provide a technical resolution or architectural alternative within a reasonable timeframe.
3. Annual Maintenance Contracts (AMC)
Clients may opt for an Annual Maintenance Contract (AMC) at 30% of the total project cost per year. The AMC period begins 30 days after successful project completion and handover. AMCs are available for up to 3 consecutive years; renewal pricing is charged at the prevailing market rate at the time of renewal.
- Server uptime monitoring and updates
- Bug fixes and technical issue resolution (≤5 working hours per task)
- Application health and performance monitoring
- Ensuring the application functions as originally intended
- New features or functional additions
- UI/UX changes or redesigns
- Third-party service integrations
- Digital marketing, SEO, or non-technical services
- 24/7 support (support available during business hours only)
Any feature additions or modifications under an active AMC will be separately quoted and invoiced. AMC charges are non-refundable once the coverage period begins.
4. Recurring Retainers & Subscriptions
Charges for recurring services (such as monthly cloud server hosting, domain renewals, or ongoing Back-Office support retainers) are non-refundable once the active billing cycle begins or infrastructure is provisioned. You may request to discontinue recurring retainers at any time via written notice to support@qubit.codes, and services will remain active until the end of the paid term. For SaaS product subscriptions, refer to our Subscription Terms.
5. Non-Refundable & Out-of-Scope Expenses
The following expenses incurred during engagement are non-refundable:
- 1Third-party infrastructure, API credits (e.g., MSG91, Firebase, Twilio, Google Maps), or domain purchases incurred on client behalf
- 2Out-of-scope developer hours spent beyond initial signed Statement of Work (SOW)
- 3Travel expenses or specialized third-party software licenses purchased for the project
6. Premature Client-Initiated Cancellation
If a client chooses to terminate a custom engineering project prior to final completion, initial advance deposits and completed milestone payments are non-refundable to cover sprint setup and resource allocation. For mid-phase cancellations, the client agrees to pay for all logged billable development hours completed to date, plus a 15% administrative project closure fee based on total invoiced cost.
7. Strict Refund Evaluation & IP Forfeiture
Approval of any refund request is strictly discretionary and depends upon:
Custom software engineering with dedicated developer allocation is evaluated differently from design or hosting services.
Where a refund is evaluated, any costs incurred as a result of the client's delayed responses, failure to provide required materials, or postponement of scheduled approvals will be deducted from the refundable amount.
If a refund is approved, client forfeits all rights to source code, designs, or database schemas. Client must confirm in writing that all staging builds, local repositories, and drafts not owned/controlled by Qubit Codes have been permanently purged.
8. Refund Disbursement Rules
Non-Negotiable Account Name Matching
Approved refunds will be transferred exclusively to a verified bank account registered under the exact legal name of the Client or Entity listed on the original invoice. Transfers to any third-party, personal, relative, or unverified account will be strictly refused, regardless of personal or corporate relation to the client.
90-Day Forfeiture Rule: Any delay by the client in providing matching bank details will extend processing timelines. If a refund cannot be disbursed due to client delay, invalid bank details, or client bank rejection exceeding 3 months (90 calendar days) from the refund decision date, the refund claim shall be permanently expired, forfeited, and void.
9. Request Process & Evaluation Decision Window
Submit refund claims in writing to info@qubit.codes with invoice ID and technical details.
Evaluation Window vs. Processing: Qubit Codes will evaluate claims and issue a formal decision in writing within 30 calendar days. Actual refund disbursement shall only be processed and scheduled after the 30-day evaluation decision has been formally approved in writing, subject to complete bank verification and code destruction compliance.