Refund & Cancellation Policy

Effective Date: 20-08-2024
Last Updated: 31-07-2026

Streamline X Data provides custom digital services including AI development, data analytics, business intelligence dashboards, workflow automation, fraud detection systems, software development, consulting, training, maintenance, and technical support. Because these services involve planning, labor, analysis, configuration, and digital delivery, refunds are reviewed based on the service stage and written agreement.

This policy should be read together with our Terms of Service, Payment & Delivery Process, quotation, invoice, WooCommerce order, or signed service agreement.

1. General Refund Principles

Each payment is connected to a quote, invoice, approved service item, milestone, support period, or digital deliverable. Refund eligibility depends on whether work has started, whether deliverables have been provided, whether a milestone has been completed, and whether the request relates to an agreed scope item.

Payment processor fees, bank charges, currency conversion differences, platform fees, and administrative costs may be deducted from any approved refund unless required otherwise by law.

2. Before Work Begins

If a client cancels before project work has started, Streamline X Data may refund unused prepaid amounts after deducting any agreed non-refundable discovery fee, consultation fee, payment processing fee, administrative cost, or third-party cost already incurred.

Work may be considered started once we begin discovery, planning, data review, account setup, technical analysis, documentation, design, development, testing, configuration, project management, or communication specifically related to the approved service.

3. Discovery, Consultation and Audit Fees

Discovery calls, consultation sessions, feasibility reviews, data audits, AI readiness reviews, technical assessments, and written recommendations are service-based work. These fees are generally non-refundable once the session is held, analysis begins, or written findings are delivered.

If a session is cancelled with reasonable notice before any preparation has started, we may reschedule it or review a refund request case by case.

4. Deposits and Milestone Payments

Deposits and milestone payments reserve time, cover project preparation, and fund work already planned or performed. They may be partially or fully non-refundable once work begins.

If a project is cancelled mid-way, we may calculate any unused balance by reviewing completed work, time spent, third-party costs, committed resources, delivered materials, and the value of work in progress.

5. Completed or Delivered Digital Work

Completed milestones and delivered digital work are generally non-refundable. This may include dashboards, reports, scripts, configured systems, automation workflows, model outputs, documentation, training sessions, support time, deployment assistance, or access to a hosted or configured tool.

Downloading, using, approving, deploying, or continuing to request changes to delivered work may be treated as acceptance of the service.

6. Non-Delivery or Major Technical Issues

If an agreed deliverable is not provided, or a confirmed major technical defect prevents use of the delivered work, the client must contact us within 7 calendar days of delivery and provide enough detail to reproduce or verify the issue.

We will first attempt to correct the issue, replace the affected deliverable, provide reasonable technical support, or agree on an alternative delivery method. If correction is not possible within a reasonable time, a partial or full refund may be considered depending on the affected scope and work already delivered.

7. Items Not Eligible for Refund

Unless required by law or agreed in writing, refunds are not normally available for:

• completed discovery, consulting, audit, training, or support sessions;
• delivered dashboards, reports, workflows, scripts, software, model outputs, documentation, or configuration work;
• changes of mind after work has started;
• client delays, missing access, incomplete data, or lack of feedback;
• requests outside the approved scope;
• third-party outages, API changes, account restrictions, hosting issues, or platform policy changes outside our control;
• business results not guaranteed in the written scope, such as revenue growth, lead volume, ranking improvement, fraud elimination, or model accuracy targets.

8. Scope Changes and New Requirements

Requests outside the approved quote are not considered defects or grounds for refund. Additional features, new integrations, changed data sources, revised business rules, different reports, expanded users, urgent deadlines, or a different project direction may require a revised quotation.

If the client changes requirements after work begins, Streamline X Data may pause work until a revised scope, timeline, and payment arrangement is approved.

9. Monthly Support and Maintenance

Monthly support or maintenance services may be cancelled before the next billing cycle unless a separate written agreement states otherwise. Fees already paid for the active billing period are generally non-refundable because capacity and support availability are reserved for that period.

Unused support hours do not automatically roll over unless the support plan or written agreement says they do.

10. Subscription or Retainer Cancellation

For recurring support, monitoring, reporting, or maintenance plans, cancellation should be requested by email before the next renewal date. If a renewal payment has already been processed, we may review whether any unused period can be credited or refunded based on the plan terms and work already performed.

11. Chargebacks and Payment Disputes

Clients should contact Streamline X Data first before opening a chargeback or payment dispute. We keep records of quotations, invoices, payment links, order details, client approvals, communications, and digital delivery to help resolve billing questions.

If a payment dispute is opened while work is active, we may pause services, access, support, or delivery until the dispute is resolved.

12. Refund Review Process

To request a refund review, email [email protected] with the invoice number, order number, payment date, service purchased, reason for the request, and supporting details such as screenshots, emails, or delivery notes.

We aim to respond within 5 business days. More complex reviews may require additional time if we need to inspect delivery records, technical logs, third-party invoices, or project communications.

13. Approved Refund Method and Timing

If a refund is approved, it is normally returned to the original payment method where possible. Processing time depends on the bank, card network, payment gateway, or payment provider. Streamline X Data does not control the time taken by third-party financial institutions after a refund is issued.

Where the original method is unavailable, we may request additional information to arrange an alternative refund method, subject to compliance checks and applicable fees.

14. Contact

For refund, cancellation, invoice, or payment-link questions, contact [email protected]. For technical support or delivery questions, contact [email protected].

This policy is intended to explain our commercial refund process for custom digital services and is not a substitute for legal advice.