Cancellation & Refund Policy

Cancellation, Refund & Scope Creep Policy

Effective Date: October 2026 | Applicability: Software Services, SaaS Subscriptions, and Custom Engineering Projects

At Technovia Technologies, we are committed to complete transparency, fair dealing, and mutual accountability. Software engineering, cloud architecture, and bespoke application development require dedicated allocations of principal engineer hours, server provisioning, and intellectual asset creation. This Cancellation & Refund Policy sets forth the terms governing milestone cancellations, refund eligibility, and payment schedules.

1. Nature of Custom Software Services

Unlike off-the-shelf physical commodities, bespoke software systems are custom-crafted to individual business specifications. Because professional engineering time and cloud resources cannot be "restocked", project payments are structured on milestone-based deliverables that correspond to tangible engineering outcomes.

2. Custom Engineering Milestone Billing & Refunds

• Discovery & Architectural Scoping Advance: The initial project advance payment covers project discovery, wireframing, entity-relationship diagrams (ERD), system architecture planning, and environment provisioning. Once architectural work has commenced, this discovery advance is strictly non-refundable.
• Delivered & Approved Milestones: Once a milestone (e.g. Sprint Deliverable, Alpha Release, Beta UI, API Integration) has been demonstrated, deployed to staging, or signed off by the client (or accepted under the 10-day review period), the milestone fee is 100% earned and non-refundable.
• In-Progress Milestones: In the event a project is terminated early by mutual written agreement while a milestone is actively underway, Technovia shall calculate the pro-rata engineering hours completed up to the date of notice. Any unconsumed balance of payments made toward that specific milestone will be returned within fifteen (15) business days; hours already expended are non-refundable.

3. Turnkey SaaS Products & Cloud Subscriptions

• Monthly Subscription Plans: Monthly subscription fees for Technovia SaaS products (such as POS, School Management, or College ERP) are billed in advance and are non-refundable once the billing cycle has begun. Clients may cancel future auto-renewals at any time before the next billing date.
• Annual Enterprise Subscriptions: Annual subscriptions cancelled within the first fourteen (14) days of service activation qualify for a prorated refund minus a standard setup and data onboarding fee of 20%. No refunds are issued after 14 days of activation.
• Managed Cloud Infrastructure & Third-Party Costs: Fees incurred for dedicated cloud servers (AWS, GCP, Azure, DigitalOcean), domain registrations, SSL certificates, payment gateway merchant setup fees, and third-party SMS/WhatsApp API bundles are direct pass-through disbursements and are strictly non-refundable under all circumstances.

4. Project Delays & Scope Creep

• Client Feedback Delays: Project completion timelines are dependent upon timely client feedback, asset handover, and API credential provisioning. Delays caused by client inaction or failure to provide feedback within ten (10) business days shall not constitute grounds for project cancellation or refund claims.
• Scope Creep Protection: Requests for functional alterations, additional features, or third-party integrations outside the signed Statement of Work (SOW) are handled via formal Change Requests (CR). Refusal by a client to accept billing for out-of-scope requests does not qualify for refund of completed work.

5. Termination by Client or Technovia

• Termination for Convenience: Either party may terminate a project engagement upon fifteen (15) days written notice. Technovia shall deliver all completed code and work artifacts up to the date of termination, provided all outstanding invoices have been settled in full.
• Termination for Cause: If either party commits a material breach of contract (including non-payment, unauthorized code tampering, or breach of confidentiality) and fails to cure such breach within ten (10) calendar days of notice, the non-breaching party may terminate immediately.

6. Official Refund Request & Dispute Procedure

To submit a cancellation notice or refund evaluation request, please follow our formal statutory procedure: