Refund Policy

1. Overview

Ubikon Technologies Pvt. Ltd. ("Ubikon") provides software development, AI/ML, mobile app, web application, SaaS subscription, and consulting services. This Refund Policy explains the conditions under which we process refunds for payments made to us via any payment method (UPI, cards, net banking, wallet, UPI AutoPay, wire transfer, or Wise). By making a payment to Ubikon Technologies, you acknowledge and agree to this Refund Policy.

2. Refund Eligibility — Services & Projects

Refunds for software development, custom builds, and consulting engagements are processed under the following conditions:

• (a)Cancellation before work begins: If you cancel your order before any billable work has commenced, you are entitled to a full 100% refund of the advance payment. Refund will be processed within 5–7 business days.
• (b)Non-delivery by Ubikon: If Ubikon fails to begin work within 15 business days of confirmed payment with no agreed delay, you may request a full refund. Refund processed within 7 business days of the request.
• (c)Milestone non-delivery: If a contracted milestone is not delivered within 45 days of the agreed deadline (with no mutually agreed extension), you may request a partial refund proportional to the undelivered work, processed within 10 business days.
• (d)Material defects: If delivered work materially fails to meet the agreed written specifications, and Ubikon is unable to remedy defects within the 90-day warranty period, a proportional refund may be issued within 15 business days.

3. Refund Eligibility — SaaS Subscriptions

For monthly or annual SaaS subscriptions to Ubikon products (Ubikon CRM, Ubikon Invoice, JARVIS, Aivonity, and any other product listed at ubikon.in/products):

• (a)14-day satisfaction window: New paid subscriptions may be cancelled within 14 days of the first charge for a full refund, provided you have not consumed more than 10% of the plan's monthly usage quota.
• (b)Monthly subscriptions after 14 days: Non-refundable for the current billing cycle. Cancellation stops future renewals. Access continues until the end of the paid period.
• (c)Annual subscriptions after 14 days: Pro-rata refund of the unused months, less a 10% administration fee. Only available if written cancellation notice is received.
• (d)Downgrades: Prorated credit is issued to your Ubikon account and applied to future invoices; no cash refund is issued for plan downgrades.

4. UPI AutoPay & Recurring Mandate Refunds

If you have set up a UPI AutoPay mandate, e-Mandate on a card, or SI (Standing Instruction) on your bank account for recurring billing:

• •Pre-debit notification: You will receive a notification at least 24 hours before every scheduled debit, as mandated by RBI. If you dispute an upcoming debit, notify us at billing@ubikon.in before the debit date.
• •Erroneous or unauthorised debits: If a mandate charged you incorrectly, contact billing@ubikon.in within 30 days of the debit. Refund is processed within 5–7 business days after verification.
• •Mandate revocation: You can revoke a mandate at any time through your UPI app (PhonePe / GPay / BHIM / Paytm), your bank's netbanking portal, or by writing to billing@ubikon.in. Revocation stops future debits but does not automatically refund past periods.
• •Failed debits: If a mandate debit fails, we retry as per NPCI guidelines. Continued failure leads to service suspension until you either update the mandate or pay via alternate method.

5. Non-Refundable Items

The following payments are non-refundable:

• ✗Work already completed and accepted (verbally or in writing) by the client at any milestone.
• ✗Third-party costs paid on your behalf: hosting, domain registration, API subscriptions, SMS/OTP credits, App Store fees, payment gateway setup, third-party SaaS licences.
• ✗Consultation fees, discovery sessions, technical audits, and strategy workshops once conducted.
• ✗Any milestone payment where the deliverable has been approved in writing or via email.
• ✗Retainer fees after the first billing cycle has commenced.
• ✗SaaS subscription usage past the 14-day satisfaction window (for monthly plans).
• ✗Payment gateway processing fees (typically 2%–3%) already charged by Razorpay, Stripe, or the acquiring bank on the original transaction.
• ✗Forex / FX conversion losses on refunds crossing currencies (Wise, SWIFT, international cards).

6. Partial Refunds

For engagements cancelled mid-project, any refund is calculated based on work completed at the time of cancellation versus the total agreed scope. A project wind-down fee of up to 10% of the remaining contract value may apply to cover documentation and handover.

Partial refund amounts are communicated in writing within 10 business days of receiving a valid cancellation notice.

7. Refund Timelines & Method

Approved refunds are credited to the original payment method only as required by RBI guidelines and card network rules. We cannot issue refunds to a different card, bank account, or UPI ID than the one used at payment.

Timelines start once we have initiated the refund with Razorpay, Stripe, or the transferring bank. Delays after this point are managed by the payment network and are outside Ubikon's control.

8. International Refunds & Currency Conversion

• •Refunds are issued in the same currency as the original payment. If you paid USD, refund is in USD.
• •Where the refund crosses currencies (e.g., you paid via Razorpay in USD-billed INR), the FX rate applied is the rate at the moment the payment gateway processes the refund, not the original payment rate. Any FX loss is not compensated by Ubikon.
• •Wire transfer fees charged by the sending or receiving bank on refunds are borne by the party who chose the wire route.
• •For international payments, the payment gateway's per-transaction fee (typically 3%–4.5%) is non-refundable.

9. Chargebacks

We prefer to resolve disputes directly. If you believe a charge is unauthorised or incorrect, contact billing@ubikon.in before initiating a chargeback with your bank or card issuer. Chargebacks initiated without prior contact may result in suspension of your account, recovery of any chargeback fees passed on by the gateway (typically ₹1,500 or USD 15 per case), and blocking of future orders.

Where chargebacks are ruled in Ubikon's favour by the acquiring bank, no refund is due and the chargeback recovery process fee is billed to you.

10. How to Request a Refund

1. Email billing@ubikon.in with subject: Refund Request – [Your Company Name / Invoice Number]
2. Include the reason for your refund request and any supporting documents (invoice, payment receipt, transaction reference).
3. Our billing team will acknowledge within 2 business days.
4. Approved refunds are processed to the original payment method as per timelines in Section 7.
5. You will receive a refund confirmation email with the Razorpay / Stripe / bank refund reference number for tracking.

11. Disputes & Grievance Redressal

If you disagree with a refund decision, escalate to grievance@ubikon.in. Our Grievance Officer will respond within 48 hours and resolve within 30 days.

Disputes are governed by Indian law, subject to the exclusive jurisdiction of courts at Indore, Madhya Pradesh. We prefer good-faith mediation before formal proceedings. You may also approach the National Consumer Helpline (1915) or your local consumer forum.

12. Contact Us