Cancellation and Refund Policy

Effective Date: January 6th, 2025 · Last Updated: January 6th, 2025

At DataCortex IQ Pvt Ltd ("we," "us," "our"), we provide professional AI consulting and data engineering services, as well as training and workshop services. This policy outlines our cancellation and refund procedures to ensure transparency and fairness for all parties involved.

Important: This policy covers two distinct service categories:

• Professional Services (Sections 1.1-1.3): AI engineering consulting, custom AI/LLM development, RAG and agent system design, and related professional services agreed in writing
• Training and Workshop Services (Section 1.4): Educational workshops, training sessions, and related training materials

Please refer to the appropriate section based on the service you have purchased.

1. Service Categories and Cancellation Terms

1.1 Professional Services - Consulting Services

Applies to: Strategy sessions, advisory services, technical assessments, and consulting engagements

• Strategy Sessions: Can be cancelled up to 24 hours before scheduled time. Refund subject to deduction of payment processing fees and platform fees (see Section 4.3)
• Advisory Services: Monthly retainers can be cancelled with 30 days written notice. Refund for unused portion subject to fee deductions (see Section 4.3)
• Technical Assessments: Can be cancelled before work begins. Refund subject to deduction of payment processing fees and platform fees (see Section 4.3)

1.2 Professional Services - Development Projects

Applies to: Custom AI solutions, data engineering projects, AI training data collection systems, data enrichment platforms, integration services, and all development work

• Custom AI Solutions: Cancellation terms vary by project phase (see Section 3). All refunds subject to deduction of payment processing fees and platform fees
• Data Engineering Projects: Subject to milestone-based cancellation terms. Refund calculated based on incomplete milestones, minus payment processing fees (see Section 4.3)
• AI Training Data Collection & Data Enrichment: Cancellation terms based on development phase. Refund minus completed work and payment processing fees (see Section 4.3)
• Integration Services: Cancellation allowed before implementation begins. Refund subject to fee deductions (see Section 4.3)
• Intelligent Data Collection Systems: Subject to project phase cancellation terms
• LLM-Based Data Processing Solutions: Cancellation terms based on development progress

1.3 Professional Services - Ongoing Services

Applies to: Maintenance contracts, support services, monitoring services, and recurring professional service agreements

• Maintenance Contracts: 30 days written notice required. Pro-rated refund for unused portion subject to fee deductions (see Section 4.3)
• Support Services: Can be cancelled at end of current billing period. Refund for unused portion subject to fee deductions (see Section 4.3)
• Monitoring Services: 15 days notice required for cancellation. Pro-rated refunds apply, subject to fee deductions (see Section 4.3)

1.4 Training Services and Workshops

Applies to: Educational workshops, training sessions, workshop materials, resource library access, and all training-related services. This section does NOT apply to professional consulting or development services.

• Cancellation Deadline: Cancellation requests must be submitted at least 72 hours (3 days) before the scheduled workshop start time to be eligible for a refund
• Before Workshop Start: Refund available if cancelled 72+ hours before the workshop, subject to deduction of payment processing fees and platform fees (see Section 4.3)
• Within 72 Hours: No refunds for cancellations made less than 72 hours before the workshop start time
• After Workshop Start: No refunds once the workshop has commenced, regardless of attendance duration
• After Material Access: No refunds after accessing any workshop materials, including but not limited to: resource library, code templates, slides, recordings, or any digital content provided
• Post-Workshop: No refunds after the workshop date has passed, even if the participant did not attend
• Transfer Option: Instead of a refund, participants may request to transfer their registration to a future workshop date (subject to availability and must be requested at least 72 hours before the original workshop)
• Organizer Cancellation: Full refunds will be provided if we cancel or reschedule a workshop (payment processing fees may still apply)
• Technical Issues: Refunds may be considered on a case-by-case basis for technical issues that prevent attendance, provided the issue is reported immediately and verified by our team
• Fee Deductions: All refunds are subject to deduction of payment processing fees, platform fees, and any other transaction costs incurred during the original payment

2. Cancellation Process

2.1 How to Cancel

• Send your cancellation request via the contact form at https://datacortex.in/contact or email to contact@datacortex.in
• For Professional Services: Include project/service details, reason for cancellation, and preferred effective date
• For Training Services/Workshops: Include workshop name, date, payment transaction ID, and reason for cancellation
• Cancellation requests must be sent from the authorized contact person or registered participant
• We will acknowledge receipt within 24 hours during business days

2.2 Cancellation Confirmation

• Written confirmation provided within 48 hours
• Final invoice and refund calculation included (where applicable)
• For Professional Services: Data return and access termination timeline specified, transition and handover procedures outlined
• For Training Services/Workshops: Refund processing timeline and any applicable fee deductions clearly stated

3. Refund Policy by Project Phase

This section applies to Professional Services (development projects, consulting engagements, and professional service agreements). For Training Services and Workshops, please refer to Section 1.4.

3.1 Pre-Project Phase

• Before Work Begins: Refund of payments made, subject to deduction of payment processing fees and platform fees (see Section 4.3)
• During Initial Consultation: Refund if cancelled within 48 hours, subject to deduction of payment processing fees and platform fees
• After Proposal Acceptance: Refund minus any completed discovery work and payment processing fees

3.2 Active Project Phase

• Discovery & Planning: Refund of remaining phases minus completed work and payment processing fees
• Design & Development: Refund based on incomplete milestones, minus payment processing fees
• Implementation: Refund of undelivered components only, minus payment processing fees
• Testing & Deployment: Limited refund for incomplete final deliverables, minus payment processing fees

3.3 Post-Delivery Phase

• After Delivery: No refunds for completed and accepted work
• Warranty Period: Refunds only for material non-conformance
• Support Services: Pro-rated refunds for unused support periods

4. Non-Refundable Services and Costs

The following applies to all service categories (Professional Services and Training Services).

4.1 Completed Work

Applies to: Professional Services only

• Any deliverables that have been completed and accepted
• Consulting hours already provided
• Research and analysis already conducted
• Custom code or solutions already delivered

4.2 Third-Party Costs

Applies to: Professional Services only

• Cloud infrastructure costs already incurred
• Software licenses purchased for the project
• Third-party service fees and subscriptions
• External contractor or specialist fees

4.3 Administrative Costs and Payment Processing Fees

Applies to: All services (Professional Services and Training Services)

• Project setup and onboarding costs
• Legal and compliance review fees
• Payment Processing/Platform Fees: All payment processing fees, platform fees, transaction fees, and gateway charges (including but not limited to Razorpay fees, bank charges, GST on fees) incurred during the original transaction will be deducted from any refund amount. These fees are non-refundable as they are retained by the payment processor and cannot be recovered
• Data security and access setup costs
• Administrative overhead costs for processing cancellations and refunds
• Any currency conversion fees or international transaction fees

4.4 Workshop and Training Services

Applies to: Training Services and Workshops only

• Workshop materials, code templates, slides, and digital resources once accessed
• Resource library access and any content downloaded
• Workshop recordings or replays if provided
• Certificates of completion or participation
• Seat reservations and administrative setup costs
• Any portion of the workshop that has been delivered or accessed

5. Refund Calculation and Processing

This section applies to all service categories (Professional Services and Training Services).

5.1 Calculation Method

• For Professional Services: Refunds calculated based on milestone completion percentage, time and materials projects refunded based on hours not worked, fixed-price projects refunded based on deliverables not completed
• For Training Services/Workshops: Refund amount equals original payment minus applicable deductions (see below)
• Fee Deductions (Applies to All Services): All refund amounts are calculated after deducting:
• Payment processing fees and platform fees (e.g., Razorpay transaction fees)
• GST or taxes applicable on payment processing fees
• Bank charges and gateway fees
• Currency conversion fees (if applicable)
• Any other transaction-related costs
• All calculations provided in detailed refund statement showing original amount, deductions, and final refund amount

5.2 Processing Timeline

• Refund Calculation: Completed within 5 business days
• Client Approval: Client has 5 business days to review and approve
• Payment Processing: Refunds processed within 10 business days after approval
• Bank Transfer Time: Additional 3-7 business days depending on banking systems

5.3 Refund Methods

• Refunds issued to original payment method when possible
• Bank transfers for large amounts or international clients
• Credit notes for ongoing client relationships
• Alternative methods by mutual agreement

6. Special Circumstances

6.1 Force Majeure

• Natural disasters, pandemics, or government actions
• Technology failures beyond our control
• Client-side force majeure events
• Mutual agreement on fair resolution

6.2 Material Breach

• Cancellation due to client breach may result in reduced refunds
• Our material breach may result in additional compensation
• Dispute resolution procedures apply
• Legal remedies preserved

6.3 Mutual Termination

• Both parties agree to terminate for business reasons
• Fair and equitable settlement negotiated
• Consideration for work completed and future value
• Potential for future collaboration preserved

7. Data and Intellectual Property Return

This section applies to Professional Services only. Training Services/Workshops do not involve client data or work product transfer.

7.1 Client Data

• All client data returned within 30 days of cancellation
• Secure data destruction after return confirmation
• Data export in standard formats when possible
• Compliance with data protection regulations

7.2 Work Products

• Completed deliverables transferred to client
• Work-in-progress provided in current state
• Source code and documentation included
• Third-party dependencies clearly identified

8. Dispute Resolution

8.1 Internal Resolution

• Good faith negotiations for 30 days
• Senior management involvement
• Mediation services if needed
• Documentation of resolution attempts

8.2 External Resolution

• Arbitration under Indian Arbitration and Conciliation Act, 2015
• Proceedings in English at a venue mutually agreed by the parties

9. International Considerations

9.1 Currency and Exchange

• Refunds in original payment currency when possible
• Exchange rate fluctuations may affect refund amounts
• International transfer fees may be deducted
• Tax implications vary by jurisdiction

9.2 Regulatory Compliance

• Compliance with local consumer protection laws
• Data protection regulation requirements
• Export control considerations
• Professional services regulations

10. Policy Updates and Communication

10.1 Policy Changes

• Updates communicated to active clients
• 30 days notice for material changes
• Existing projects governed by original terms
• New projects subject to updated policy

10.2 Client Communication

• Regular updates during cancellation process
• Clear explanation of refund calculations
• Timeline updates and status reports
• Post-cancellation follow-up

11. Contact Information

For cancellation requests, refund inquiries, or policy questions, please contact us:

• Email: contact@datacortex.in
• Contact Form: https://datacortex.in/contact
• Business Hours: Monday-Friday, 9:00 AM - 6:00 PM IST

Note: This policy is designed to be fair and transparent. We encourage open communication about any concerns before they lead to cancellation requests. Our goal is successful project completion and long-term client relationships.