LEGAL

Refund & Cancellation Policy

Last updated: January 26, 2026

1. Overview

At HostSpica, we are committed to delivering high-quality services and ensuring client satisfaction. This Refund and Cancellation Policy outlines the terms and conditions under which refunds may be issued for our services.

By engaging our services, you acknowledge and agree to this policy. Please read it carefully before making any payment.

2. Project-Based Services

2.1 Initial Deposit

• Initial deposit (typically 30-50% of project cost) is non-refundable once project work has commenced
• If project is cancelled before any work begins, deposit is refundable minus a 10% administrative and processing fee
• "Work commenced" means any of: requirements gathering, design work, development, research, or resource allocation

2.2 Milestone Payments

• Milestone payments are refundable only if the specific milestone has not been delivered or work has not started on that milestone
• Once a milestone is delivered and accepted by the client, payment for that milestone is non-refundable
• If a milestone is rejected, we will revise it according to the original specifications at no additional cost
• Refunds for undelivered milestones will be processed within 14 business days

2.3 Project Cancellation by Client

• Before project start: Full refund minus 10% processing fee
• During project (0-25% complete): Refund of 50% of remaining balance after deducting completed work
• During project (26-50% complete): Refund of 30% of remaining balance after deducting completed work
• During project (51-75% complete): Refund of 15% of remaining balance after deducting completed work
• During project (76%+ complete): No refund; full payment required
• All completed work and deliverables up to cancellation point remain property of HostSpica unless full payment is made

2.4 Project Cancellation by HostSpica

If we cancel the project due to our inability to deliver, you will receive:

• Full refund of all payments made
• All work completed up to cancellation point
• Compensation for any documented losses (up to the amount paid)

3. Subscription & Maintenance Services

3.1 Monthly Subscriptions

• Can be cancelled at any time with 30 days' written notice
• No refund for the current billing period
• Service continues until the end of the paid period
• No cancellation fees

3.2 Annual Subscriptions

• Can be cancelled with 60 days' written notice
• Pro-rated refund for unused months (minimum 3 months remaining)
• 15% early termination fee applies
• No refund if less than 3 months remaining
• Refund calculated from the date of cancellation notice, not request date

3.3 Support & Maintenance Packages

• Unused support hours do not roll over to the next period
• No refund for unused support hours
• Emergency support fees are non-refundable
• Can be cancelled with 30 days' notice

4. Non-Refundable Items

The following are non-refundable under any circumstances:

• Third-party costs (domain registration, hosting, SSL certificates, licenses, APIs)
• Completed and delivered work that meets agreed specifications
• Consultation fees and discovery sessions
• Rush delivery fees and expedited service charges
• Training sessions already conducted
• Custom integrations with third-party services
• Marketing and advertising spend on behalf of client
• Payment processing fees (typically 2-3% of transaction)
• Work done on change requests outside original scope

5. Satisfaction Guarantee

We stand behind the quality of our work:

• Unlimited Revisions: Within the agreed project scope until you're satisfied
• Bug Fixes: Free bug fixes for 30 days after project delivery
• Quality Assurance: All deliverables tested before delivery
• Specification Compliance: Work will match agreed specifications

If deliverables do not meet the agreed specifications, we will revise them at no additional cost. If we cannot meet specifications after reasonable attempts, you may be eligible for a partial refund.

6. Refund Eligibility Conditions

To be eligible for a refund, you must:

• Submit a written refund request via email to contact@hostspica.com
• Provide detailed reasons for the refund request
• Have made all reasonable efforts to resolve issues through our support channels
• Not have violated our Terms of Service
• Not have received the final deliverables
• Submit the request within the applicable timeframe
• Cooperate with our refund investigation process

7. Refund Request Process

7.1 How to Request

To request a refund:

1. Email contact@hostspica.com with subject "Refund Request - [Project/Invoice Number]"
2. Include: Full name, project details, invoice number, payment date, refund amount requested, detailed reason
3. Attach relevant documentation (contracts, communications, deliverables)
4. We will acknowledge receipt within 2 business days

7.2 Review Process

• We will review your request within 5-7 business days
• We may request additional information or documentation
• We may schedule a call to discuss the issues
• You will receive a written decision via email
• If approved, refund will be processed within 7-14 business days

7.3 Refund Method

• Refunds are issued to the original payment method
• Bank transfers: 5-7 business days
• Credit/Debit cards: 7-14 business days (depends on bank)
• PayPal: 3-5 business days
• International transfers may take longer

8. Partial Refunds

Partial refunds may be issued in the following situations:

• Project partially completed and client wishes to terminate
• Some deliverables meet specifications, others do not
• Service quality issues affecting only part of the project
• Mutual agreement to reduce project scope

Partial refund amount will be calculated based on work completed, resources utilized, and time invested.

9. Chargebacks

Important: Filing a chargeback without first attempting to resolve the issue through our refund process is considered a breach of our Terms of Service.

• Chargebacks incur a ₹5,000 ($60) administrative fee
• We will contest illegitimate chargebacks
• Your account will be suspended pending resolution
• We may pursue legal action for fraudulent chargebacks
• All work and access will be revoked immediately

Please contact us first to resolve any payment disputes amicably.

10. Refund Denial Reasons

Refunds may be denied if:

• Work has been completed according to agreed specifications
• Client has not provided required information or feedback in a timely manner
• Client has violated Terms of Service
• Request is made after project completion and acceptance
• Client has changed requirements outside original scope
• Refund request is fraudulent or made in bad faith
• Client has already received and used the deliverables
• Request is made beyond the applicable timeframe

11. Dispute Resolution

If you disagree with our refund decision:

• You may request a review by our senior management
• Provide additional evidence or documentation
• We will conduct a final review within 10 business days
• The final decision will be communicated in writing
• If still unresolved, refer to dispute resolution in our Terms of Service

12. Changes to This Policy

We reserve the right to modify this Refund Policy at any time. Changes will be effective immediately upon posting on our website. Your continued use of our services after changes constitutes acceptance of the modified policy. Existing projects will be governed by the policy in effect at the time of agreement.

13. Contact Information

For refund requests or questions about this policy:

Refunds Department
Email: contact@hostspica.com
Phone: +91 96679 60819
Response Time: 2 business days
Processing Time: 7-14 business days

Important Notice: This refund policy is designed to be fair to both parties. We encourage open communication to resolve any issues before requesting a refund. Most concerns can be addressed through our revision and support processes.

Refund & Cancellation Policy

1. Overview

2. Project-Based Services

2.1 Initial Deposit

2.2 Milestone Payments

2.3 Project Cancellation by Client

2.4 Project Cancellation by HostSpica

3. Subscription & Maintenance Services

3.1 Monthly Subscriptions

3.2 Annual Subscriptions

3.3 Support & Maintenance Packages

4. Non-Refundable Items

5. Satisfaction Guarantee

6. Refund Eligibility Conditions

7. Refund Request Process

7.1 How to Request

7.2 Review Process

7.3 Refund Method

8. Partial Refunds

9. Chargebacks

10. Refund Denial Reasons

11. Dispute Resolution

12. Changes to This Policy

13. Contact Information

Stay Updated with Tech Insights

Refund & Cancellation Policy

1. Overview

2. Project-Based Services

2.1 Initial Deposit

2.2 Milestone Payments

2.3 Project Cancellation by Client

2.4 Project Cancellation by HostSpica

3. Subscription & Maintenance Services

3.1 Monthly Subscriptions

3.2 Annual Subscriptions

3.3 Support & Maintenance Packages

4. Non-Refundable Items

5. Satisfaction Guarantee

6. Refund Eligibility Conditions

7. Refund Request Process

7.1 How to Request

7.2 Review Process

7.3 Refund Method

8. Partial Refunds

9. Chargebacks

10. Refund Denial Reasons

11. Dispute Resolution

12. Changes to This Policy

13. Contact Information