Refund & Cancellation Policy

Udayan IT — a trading name of Udayan Chakma, LLC, Delaware, United States.

This policy forms part of our Terms of Service and uses the definitions set out there. Where this policy and the Terms of Service differ on refunds or cancellation, this policy prevails.

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1. The short version#

We are a professional services business. We are not selling a product you can return — we are selling time, skill and schedule capacity that, once committed to you, cannot be sold to anyone else.

• We are paid before we work. Every Invoice is paid in advance of the work it covers.
• Once work on a paid stage has begun, that payment is non-refundable.
• A monthly retainer period that has begun is not refunded, in whole or in part.
• If we have not started, you get your money back — see clause 2.
• After a Deliverable is accepted — expressly, or automatically after 7 days — your remedy is our 30-day warranty repair, not a refund.
• If we cancel or cannot deliver, you are refunded for the work not performed.
• A duplicate or incorrect charge is always refunded in full, immediately.

Everything below explains these in detail. If your situation is not covered, contact us — we would always rather talk than have you dispute a charge with your bank.

2. Before work begins — full refund#

If you have paid an Invoice and we have not yet begun work on the stage it covers, you may cancel and receive a full refund of that payment, provided you request it within seven (7) calendar days of paying and before work starts.

"Work has begun" means we have started any activity on the stage covered by that Invoice — including research, planning, information architecture, wireframing, design, writing, development, account or campaign setup, or reserving your slot in our production schedule and declining other work for it. We record the start of work against your Project Code with a timestamp, and that record is what determines whether this clause applies.

Refunds under this clause are returned in full to the original payment method. Where our payment processor does not return its processing fee to us on a refund, we absorb that cost under this clause.

3. Once work has begun — non-refundable#

Once work on a paid stage has begun, the amount paid for that stage is non-refundable. This applies to:

• the upfront payment on a Project under USD 1,000;
• the deposit and every subsequent Milestone payment on a Project of USD 1,000 or more;
• any Change Order payment;
• any payment for third-party costs already incurred on your behalf.

This is because your payment secures work that has been performed, and schedule capacity that was reserved for you and refused to other clients. It is not a deposit held on account.

Milestones not yet invoiced are not affected — you are never charged for a stage that has not been invoiced and started.

4. If you cancel a Project after work has begun#

You may cancel at any time by writing to support@udayanit.com with your Project Code. Cancellation takes effect on the date we receive your notice. On cancellation:

1. All payments already made are retained in full and are not refunded (clause 3).
2. All work completed or in progress up to the cancellation date is payable in full. Where that work exceeds what you have already paid, we invoice the balance, and it is due on receipt.
3. A cancellation (kill) fee of 25% of the remaining, not-yet-invoiced value of the Project becomes payable. This compensates us for production capacity reserved for you, declined bookings and the cost of unwinding the engagement. It is a genuine pre-estimate of our loss, agreed in advance, and not a penalty.
4. You receive the work completed to the cancellation date, but only once every amount due under points 2 and 3 has been paid and the funds have cleared. Until then, ownership does not pass and no licence to use the work exists — see clause 11 of the Terms of Service.
5. Third-party costs already incurred on your behalf — domains, licences, hosting, subscriptions, stock assets, advertising spend — are non-refundable in all cases, because we cannot recover them.

Worked example. A USD 4,000 website Project, split 30/30/30/10. You have paid Milestone 1 (USD 1,200) and Milestone 2 (USD 1,200), and Milestone 3 has not been invoiced. You cancel while Milestone 2 work is complete. → The USD 2,400 already paid is retained. The remaining not-yet-invoiced value is USD 1,600, so the kill fee is USD 400. You pay USD 400, and the Milestone 1–2 work is released to you.

If a Project is abandoned rather than formally cancelled — that is, you do not respond to us for ninety (90) consecutive days despite reminders sent to your Project email address — we may treat the Project as cancelled by you on that ninetieth day, and this clause applies in full.

5. If we cancel#

If we cancel a Project for a reason that is not your fault — for example we cannot complete the work, we lose capacity, or a force majeure event under clause 19 of the Terms of Service continues beyond sixty days — we will:

• complete any work that can reasonably be completed, or hand over the work in progress;
• refund the portion of any payment that relates to work not performed, calculated honestly and in proportion to the work delivered;
• charge no cancellation fee;
• transfer ownership of the work you have paid for, at no additional cost.

If we terminate because of your breach — non-payment, an improper chargeback, abuse of our team, or a breach of our Acceptable Use Policy — then no refund is due, all outstanding Fees become immediately payable, and clause 4 above applies as though you had cancelled.

6. Monthly retainers (digital marketing and ongoing services)#

Retainers are billed monthly in advance for the service period ahead.

• A service period that has begun is not refundable, in whole or in part, whether or not you use the hours, and whether or not you cancel part-way through the month. We commit team capacity to your account for that period on the day it starts.
• To cancel, give us written notice at least thirty (30) days before your next billing date. We will cancel the subscription so that no further charge is taken after the current period ends.
• If you cancel with less than thirty days' notice, the next period may still be charged and, once charged and begun, is not refunded. We will not charge you beyond that.
• We continue to deliver the service in full to the end of every period you have paid for.
• Advertising spend is not a retainer Fee. Unspent ad budget held on a platform is refunded or released by that platform under its own rules, not by us. Spend already placed with a platform cannot be recovered.
• We do not offer refunds for campaign performance, rankings, traffic, leads or conversions — see clause 12 of the Terms of Service.

7. After acceptance — warranty, not refund#

Once a Deliverable is accepted, no refund is available for it.

A Deliverable is accepted when you accept it on your Portal, or automatically seven (7) calendar days after the Delivery Notification if you neither accept it nor request a revision, or on the date you put it into live commercial use — whichever happens first. This deemed acceptance is recorded permanently with its timestamp.

If a defect appears within thirty (30) days of acceptance, we fix it free of charge under clause 10 of the Terms of Service. The remedy is repair. It is not a refund, and it is not an unlimited entitlement to further revisions.

Requests for changes that fall outside the accepted Scope are Change Orders, not grounds for a refund.

8. Situations where a refund is never available#

• Work that has been delivered and accepted, expressly or by deemed acceptance.
• Any period of a retainer that has begun.
• Third-party pass-through costs — domains, hosting, licences, plugins, themes, fonts, stock assets, API subscriptions, advertising spend.
• Cancellation because of a change in your own plans, budget, business direction or ownership, after work has begun.
• Dissatisfaction with an outcome that we never guaranteed — rankings, traffic, leads, sales, revenue, return on ad spend.
• Delays caused by your failure to supply materials, access, approvals or feedback.
• A Project terminated by us for your non-payment, chargeback, abuse or policy breach.
• Requests made after a Project has closed and the warranty period has expired.

9. Situations where we always refund in full#

• A duplicate charge. Refunded immediately, in full, as soon as it is identified — by you or by us.
• An incorrect amount charged by our error. The difference is refunded in full.
• A charge for work never started, within the window in clause 2.
• A payment we believe to be unauthorised or fraudulent. We refund it and contact you directly.

10. How to request a refund#

1. Email support@udayanit.com from the email address on your Project.
2. Include your Project Code (for example WEB-2026-0031), the Invoice number, the amount, and a short explanation.
3. We acknowledge within 24 hours.
4. We review the Project record — the accepted Proposal, work performed, delivery notifications, acceptance records and payment history — and give you a written decision, with reasons, within five (5) business days.
5. Approved refunds are issued within five (5) business days of the decision, to the original payment method only. We cannot refund to a different card, account or person.
6. Your bank or card issuer then typically takes a further five (5) to ten (10) business days to show the refund. That part is outside our control.

Partial refunds are issued where only part of an amount qualifies. Every refund decision — approved or refused — is recorded permanently against the Project.

11. Please talk to us before contacting your bank#

If you disagree with a charge, contact us first and give us seven (7) days to put it right. We answer every support message within 24 hours, and most disagreements are resolved the same day.

Raising a chargeback for a payment that is properly due is a breach of clause 16 of our Terms of Service. If it happens, we suspend the Project, revoke every licence and any transfer of ownership in the affected work, submit our complete evidence record to the card network — the accepted Proposal, the exact terms text you accepted with its hash, timestamp, IP address and user agent, the full message thread, delivery notifications, acceptance and auto-acceptance records, invoices and payment records — and recover the disputed amount, processor dispute fees and reasonable collection costs from you.

We would far rather refund you where a refund is fair than fight a dispute. Ask us.

12. Goodwill#

Nothing in this policy stops us doing the right thing. Where a situation is genuinely unfair, we may offer a partial refund, a credit toward future work, or additional work at no charge, at our discretion. Doing so once does not create an obligation to do it again or change this policy.

13. Changes to this policy#

We may publish a new version of this policy at any time. The version in force when you accept a Proposal governs your Project for its whole life, and its complete text is stored in our systems against your acceptance. Changes never apply retrospectively. The current version is always published at https://udayanit.com/refund-policy.

14. Contact#

Udayan IT — a trading name of Udayan Chakma, LLC 1111b South Governors Avenue, STE 20887, Dover, DE 19904, United States Email: support@udayanit.com · Phone: +1 (302) 580-8233

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Refund & Cancellation Policy v1.0 — effective 17 August 2026.