Cancellation & Refund Policy

At Mindweave Technologies Pvt. Ltd. ("Mindweave," "we," "us," or "our"), we strive to deliver exceptional AI solutions and services. We understand that circumstances may change, and this policy outlines our terms for cancellations and refunds across all our products and services.

1. SaaS Subscription Services

This section applies to our subscription-based products: CareerSuite, PlacementPilot, Nova, and Restaurant Daily.

1.1 Free Trial Period

• Most products offer a free trial period (typically 7-14 days)
• No payment is required during the trial period
• You may cancel at any time during the trial without any charges
• Trial cancellation can be done directly from your account settings or by contacting support

1.2 Monthly Subscriptions

• Cancellation: You may cancel at any time before your next billing date
• Access: You retain access until the end of your current billing period
• Refunds: No refunds for partial months; cancellation takes effect at end of billing cycle
• Data: You have 30 days after cancellation to export your data

1.3 Annual Subscriptions

• Cancellation within 30 days: Full refund minus any usage charges
• Cancellation after 30 days: Pro-rated refund based on remaining months, at our discretion
• Non-refundable: Annual subscriptions cancelled after 90 days are non-refundable
• Downgrade Option: You may downgrade to a monthly plan instead of cancelling

1.4 Enterprise Plans

Enterprise subscriptions are governed by individual service agreements. Cancellation and refund terms will be specified in your contract. Please refer to your agreement or contact your account manager.

2. Consulting & Discovery Calls

2.1 Free Discovery Calls

• 30-minute discovery calls are complimentary
• You may reschedule or cancel at any time via the booking link
• We appreciate 24-hour notice for cancellations as a courtesy

2.2 Paid Consulting Sessions

• Cancellation 48+ hours before: Full refund or free rescheduling
• Cancellation 24-48 hours before: 50% refund or rescheduling with 25% fee
• Cancellation less than 24 hours: No refund; rescheduling at our discretion
• No-show: No refund and session is forfeited

2.3 Consulting Retainers

For ongoing consulting engagements:

• Monthly retainers require 30 days written notice for cancellation
• Unused hours do not roll over unless specified in your agreement
• Refunds for unused retainer hours are at our discretion

3. Custom Development Projects

3.1 Before Project Commencement

• Cancellation before kickoff: Full refund of any advance payment, minus 10% administrative fee
• Timeline: Refund processed within 7-10 business days

3.2 During Project Execution

• Milestone-based projects: Payment is due for completed and approved milestones; no refund for delivered work
• Time & materials: Payment is due for all hours worked up to cancellation date
• Work in progress: Partial refund may be issued for incomplete milestones, at our discretion
• Deliverables: You receive all work completed up to cancellation

3.3 Project Scope Changes

Significant scope changes may require revised pricing. If you choose not to proceed with revised terms, the project may be terminated with payment due for work completed.

3.4 Dissatisfaction with Deliverables

If you're unsatisfied with project deliverables:

• Raise concerns within 14 days of delivery
• We will work to address issues within the agreed scope
• Refunds for scope-compliant work are not guaranteed
• Disputes are resolved through our escalation process

4. Refund Process

4.1 How to Request a Refund

To request a refund:

1. Email support@mindweave.tech with subject line "Refund Request"
2. Include your name, company, and order/invoice number
3. Describe the service and reason for refund request
4. Our team will respond within 2 business days

4.2 Processing Time

• Approval: Refund requests are reviewed within 5 business days
• Processing: Approved refunds are processed within 5-7 business days
• Credit Card: Refunds appear within 5-10 business days (depending on your bank)
• Bank Transfer: Refunds are processed within 7-10 business days
• UPI: Refunds typically appear within 2-5 business days

4.3 Refund Method

Refunds are issued to the original payment method used for the purchase. If the original method is unavailable, we will work with you to arrange an alternative.

5. Non-Refundable Items

The following are generally non-refundable:

• Services already rendered or delivered
• Custom development work that has been approved
• Setup or onboarding fees after onboarding is complete
• Third-party costs incurred on your behalf (cloud hosting, API fees, licenses)
• Training sessions that have been conducted
• Subscriptions cancelled after the applicable refund window
• Promotional or discounted purchases (unless otherwise stated)

6. Cancellation by Mindweave

We reserve the right to cancel services or terminate accounts in the following circumstances:

• Violation of our Terms of Service or acceptable use policies
• Non-payment or repeated payment failures
• Fraudulent or illegal activity
• Abuse of our systems or staff

In cases of cancellation due to policy violations, refunds are not guaranteed. For cancellations due to non-payment, you remain liable for outstanding amounts.

7. Service Credits

In some cases, we may offer service credits instead of refunds:

• Credits can be applied to future purchases or subscription renewals
• Credits are valid for 12 months from issue date
• Credits are non-transferable and cannot be exchanged for cash
• You may request a cash refund instead of credits, subject to approval

8. Disputes and Escalation

If you disagree with a refund decision:

1. First Level: Reply to the support ticket with additional information
2. Escalation: Request escalation to a manager within 7 days
3. Final Review: Management review completed within 10 business days
4. Binding Decision: Management decision is final for disputes under ₹50,000

For disputes exceeding ₹50,000, arbitration procedures as outlined in our Terms of Service apply.

9. Changes to This Policy

We may update this Cancellation & Refund Policy from time to time. Changes will be posted on this page with an updated effective date. Your continued use of our services after any changes constitutes acceptance of the updated policy. For active subscriptions or projects, the policy in effect at the time of purchase applies.