Cancellation & Refunds

This policy explains how cancellations work, when refunds apply, and the timelines and methods used for processing refunds for Optima WebDesign. Please read it along with our Terms of Service and any project-specific agreements or proposals.

• Applies to website design, development, UI/UX, branding deliverables, retainers, and managed hosting under Optima WebDesign.
• Covers both fixed‑fee projects and time‑and‑materials engagements unless a signed contract specifies otherwise.
• For third‑party tools, plugins, domains, or licenses, vendor policies may apply in addition to this document.

• Client‑initiated: Cancellation requests must be emailed from the contracting email to optimawebdesigns12@gmail.com with project name, invoice/PO, and reason.
• Company‑initiated: We may cancel due to non‑payment, scope breach, illegal content, abuse, or prolonged inactivity (≥15 days) after written notice.
• Notice window: For retainers/subscriptions, provide ≥7 days’ notice before the next billing cycle to avoid renewal charges.

• Discovery/Strategy fees: Non‑refundable once sessions or deliverables have commenced.
• Deposits/booking fees: Non‑refundable after 72 hours from payment or once project work begins, whichever occurs first.
• Milestone payments: Refundable only for unperformed, clearly scoped work not yet started.
• Retainers/subscriptions: Unused future periods can be refunded if canceled before renewal cut‑off; used portions are non‑refundable.
• Hosting/maintenance: Prorated refund may apply for annual plans if canceled within the first 14 days, less setup and consumed months.

• Refunds, if approved, are initiated within 7–10 business days.
• Credit appears within 5–15 business days depending on the payment method and card issuer/bank.
• Refunds are issued to the original payment method; alternate routes are not supported except where required by law.

• Third‑party fees: domains, SSL, premium themes/plugins, stock assets, licenses, app fees.
• Completed deliverables, approved milestones, and hours already logged/consumed.
• Expedited/rush fees, setup/activation fees, and change requests outside of the original scope.

• Email optimawebdesigns12@gmail.com with subject “Refund Request — [Project/Invoice #]”.
• Include: contract email, payment reference, reason, and relevant attachments (proof, screenshots, signed SoW).
• We review scope, activity logs, and deliverables; we may request access to staging, repositories, or communications.
• Outcome is communicated by email with approval/denial and the calculated refundable amount if applicable.

• For annual hosting/maintenance canceled in the first 14 days: refund = paid amount − setup fee − value of consumed months (rounded up).
• For milestones: refundable portion equals billable value of work not started or demonstrably unused.
• Currency and taxes: refunds are net of applicable taxes already remitted; FX differences, gateway fees, or bank charges may affect the final received amount.

• Please contact us first to resolve any billing concerns; unauthorized chargebacks may lead to account suspension and debt collection for delivered work.
• We provide documentation (contracts, SoW, approvals, time logs, deliverables) to payment processors in dispute resolution.
• Late invoices may incur reactivation fees and interest as set out in the Master Services Agreement (if applicable).

• Where consumer protection or local law grants additional rights, those rights prevail to the extent required.
• Force majeure events impacting delivery are handled per contract terms; refunds may not apply where performance is excused.
• Any bespoke exceptions must be in a signed addendum superseding the relevant clauses here.

Billing & Refunds Desk — Optima WebDesign
Email: optimawebdesigns12@gmail.com
Address: Hirawadi, Mahaveer Nagar

This policy is governed by the laws of India. Exclusive jurisdiction and venue lie with competent courts at the location specified in the governing agreement or, if unspecified, the courts having territorial jurisdiction where services are performed or contracted, subject to applicable law.