Effective Date: August 20, 2024
1. Definitions
- Client: Any individual, business, or organization engaging WebsiteVidya for web design, development, maintenance, hosting, SEO, or other digital/IT services.
- Services: All services provided by WebsiteVidya as described in the contract, proposal, Statement of Work (SOW), or service agreement. This includes but is not limited to design, development, maintenance, hosting, SEO, content services, and consultancy.
- Deposit / Advance: Any payment required up front or before work commences as agreed in the contract or proposal.
- Milestones / Deliverables: Specific stages, outputs or project phases identified in the contract / SOW.
2. Cancellation by Client
a) Prior to Work Commencing
- If the Client cancels prior to any work starting, WebsiteVidya will refund amounts paid, minus any non-refundable costs (e.g. domain registrations, software/licenses, hosting reservations) incurred in preparation for the work.
- Any deposit or advance may be partly or fully retained as per terms agreed in the SOW or contract to cover preparatory costs.
b) After Work Has Commenced / During Project
- If the Client cancels after work has begun but before final completion, the Client will be responsible for payment for:
- All work completed up to date of cancellation;
- Any third-party costs or non-refundable expenses incurred;
- A cancellation fee (if applicable) to compensate for resource commitment, scheduling adjustments, etc.
- The deposit or advance may be applied toward the above. If work done plus costs exceed deposit, the Client shall pay the difference per invoice within [X] days.
3. Cancellation by WebsiteVidya
- WebsiteVidya reserves the right to cancel or terminate the agreement if the Client:
- Fails to provide required information, materials, content, or approvals in a timely manner;
- Violates contractual obligations;
- Engages in conduct that interferes with project delivery;
- Other just cause as per contract.
- In such circumstances, the Client shall pay for all work done up to termination and any unrecoverable third-party or resource costs. WebsiteVidya may refund any unearned portion of paid fees after deductions.
4. Notice of Cancellation
- Cancellation by either party must be communicated in writing (e.g. via email) to the other party, stating clearly the effective date of cancellation.
- Upon receipt of cancellation notice, WebsiteVidya will cease work as soon as reasonably practicable, subject to agreed handover or wrap‐up tasks.
5. Refunds and Settlements
- Any due refunds will be processed within [X] business days after the parties agree on what is owed (from work done / costs / fees).
- Refunds will be issued via the payment method originally used unless both parties agree otherwise.
- Any payment gateway or bank processing fees or currency conversion charges arising from refund may be deducted from the refund amount (unless agreed otherwise).
6. Rescheduling or Postponement
- If the Client requests postponement of services after agreement but before or during provision of services, the following may apply:
- A rescheduling fee, depending on the length of delay and resource reallocation;
- Possible adjustment to timeline, deliverables, or price if delay causes material change in costs or resource use;
- WebsiteVidya may reserve the right to treat extended postponement as a cancellation under the terms above.
7. Non-Refundable / Non-Cancellable Costs
Certain costs are non-refundable or non-cancellable once incurred or committed. Examples include:
- Domain registration, SSL certificates, hosting, software / license fees already paid;
- Third-party services or subscriptions ordered;
- Work already approved by the Client;
- Custom development, designs or content that have gone through rounds of review and approval;
- Resource allocation (team/time) specifically set aside for the project.
8. Disputes & Remedies
- If a dispute arises regarding cancellation, payments, refund or related issues, the Client and WebsiteVidya agree to attempt resolution via direct discussion first.
- If unresolved, refer to the dispute resolution clause in the main contract—this may involve mediation, arbitration, or recourse to the legal jurisdiction specified in the agreement.
9. Modifications to Policy
Updated versions will be posted on the WebsiteVidya website and communicated as appropriate when there is an ongoing or pending project.
WebsiteVidya reserves the right to modify this Cancellation Policy at any time.
The version in effect at the time of contract signing or proposal acceptance shall govern for that engagement.