Refund and Cancellation Policy

Last Updated: January 30th 2025

Introduction

At Dkingstech, we are committed to delivering high-quality services and ensuring client satisfaction. This Refund and Cancellation Policy outlines the terms and conditions regarding project cancellations and refunds for our web development, mobile app development, SaaS development, and IT consulting services.

1. General Policy

1.1 Non-Refundable Deposits

• All initial deposits (typically 50% of project cost) are non-refundable once the project has commenced
• "Commencement" means work has begun on discovery, planning, design, or development
• Deposits compensate us for time allocated, opportunity costs, and initial work performed

1.2 Work-Based Refunds

• Refunds, when applicable, are calculated based on work completed to date
• You will be charged for all completed work, approved milestones, and resources allocated
• Hourly work is billed at the rates specified in your agreement

2. Cancellation by Client

2.1 Before Work Begins

If you cancel before any work has started:

• Full refund of deposit minus administrative fee (10% or $200, whichever is less)
• Must be within 7 days of contract signing and payment
• Written cancellation notice required

2.2 During Discovery/Planning Phase (Weeks 1-2)

If you cancel during the initial planning and discovery phase:

• Deposit is non-refundable
• You receive all discovery documents and planning materials completed
• No additional charges beyond initial deposit
• Geographic location (country/city level)

2.3 During Design Phase (Weeks 3-4)

If you cancel after design work has begun:

• Deposit is non-refundable
• You receive all discovery documents and planning materials completed
• You will be charged for design work completed (typically 10-25% of total project cost)
• You receive all completed design mockups and assets
• Additional payment may be required if work exceeds deposit amount

2.4 During Development Phase (Weeks 5+)

If you cancel after development has begun:

• Deposit and all milestone payments made are non-refundable
• You will be charged for all completed work to date
• You receive designs, and deliverables completed up to cancellation date (except source code)
• Final invoice will be provided within 7 business days
• Ownership of work transfers upon full payment of final invoice

2.5 After Project Completion

If you request cancellation after project is completed but before final payment:

• All work is billable at full project price
• No refunds provided
• Deliverables (except source code) will be released upon receipt of final payment

3. Cancellation by Dkingstech

3.1 Reasons for Cancellation

We reserve the right to cancel projects if:

• Client fails to make timely payments (14+ days overdue)
• Client breaches material terms of the service agreement
• Client provides false or misleading information
• Project requirements become illegal or unethical
• Client engages in abusive or threatening behavior toward our team

3.2 Refund Process for Our Cancellation

If we cancel the project:

• You will receive a full refund for work not yet performed
• You will be charged only for work completed and approved to date
• All completed work and materials will be provided
• Refund will be processed within 14 business days

4. Project Delays and Suspensions

4.1 Client-Requested Delays

If you request to pause or delay the project:

• No refunds will be provided for work already completed
• Projects paused for more than 60 days may be subject to renegotiation
• Restart fees may apply for projects paused longer than 90 days
• Market rate adjustments may apply if restarted after 6+ months

4.2 Extended Delays Due to Client Unavailability

If the project is delayed due to lack of client feedback or materials:

• We are not obligated to refund any payments made
• We reserve the right to consider the project cancelled after 90 days of client inactivity
• If considered cancelled, standard cancellation terms apply

5. Scope Changes and Additional Work

5.1 Scope Increases

• Changes that increase project scope require additional payment
• Scope increases are not refundable once work begins
• New scope items follow the same refund policy as original scope

5.2 Scope Reductions

• Reducing project scope does not automatically entitle you to a refund
• If scope is reduced before work on those items begins, pricing may be adjusted
• Refunds for scope reductions are at our sole discretion

6. Dissatisfaction and Disputes

6.1 Quality Concerns

If you're dissatisfied with the quality of work:

• Contact us immediately with specific concerns
• We will work with you to address legitimate quality issues
• Revisions during agreed revision phases are included at no charge
• Quality disputes do not automatically entitle you to refunds
• We will make reasonable efforts to resolve concerns before considering refunds

6.2 Refunds for Unresolvable Issues

If quality issues cannot be resolved:

• Document all issues and attempted resolutions in writing
• We may offer a partial refund for specific undelivered or unsatisfactory components
• Refund amount will be negotiated in good faith based on work completed
• Acceptance of refund constitutes full settlement of all claims

6.3 Dispute Resolution

• All disputes should first be addressed through good-faith negotiation
• If resolution cannot be reached, mediation may be required before legal action
• See Terms and Conditions for full dispute resolution process

7. Refund Processing

7.1 Request Process

To request a refund or cancellation:

• Submit written notice via email to legal@dkingstech.com
• Include: Project name, contract date, reason for cancellation, and requested refund amount
• We will respond within 5 business days with refund calculation
• You must approve the final calculation before processing

7.2 Refund Timeline

• Approved refunds will be processed within 14 business days
• Refunds will be issued to the original payment method when possible
• International wire transfers may take 5-10 additional business days
• You are responsible for any currency conversion fees or transaction charges

7.3 Final Accounting

Upon cancellation and refund:

• We will provide a detailed invoice showing all work completed and charges
• You will receive all completed deliverables upon payment of final invoice
• Any outstanding balances must be settled before deliverable release

8. Post-Launch Refunds

8.1 Completed Projects

• Once a project is delivered, approved, and launched, refunds are generally not available
• Bug fixes and issues covered under warranty are addressed at no charge
• Dissatisfaction with project performance or results does not constitute grounds for refund after acceptance

8.2 Post-Launch Support Period

• Issues discovered during the post-launch support period (30-60 days) are resolved at no charge
• This is a warranty period, not a refund period
• See Terms and Conditions Section 10 for warranty details

9. Monthly Retainer and Ongoing Services

9.1 Retainer Cancellation

For monthly retainer or maintenance agreements:

• 30 days written notice required for cancellation
• You will be charged for the full month during notice period
• Unused hours do not roll over and are not refundable
• Current month's payment is non-refundable

9.2 Annual Agreements

For annual support or maintenance contracts:

• Refunds are prorated based on unused months
• Early termination fee may apply (typically 25% of remaining contract value)
• Specific terms outlined in your service agreement

10. Exceptions and Special Circumstances

10.1 Force Majeure

• If project cancellation is due to force majeure events (see Terms and Conditions), standard cancellation terms apply
• Neither party is penalized for circumstances beyond reasonable control

10.2 Mutual Agreement

• Refund terms may be negotiated by mutual written agreement
• Both parties must sign amendment to standard policy
• Custom terms supersede this general policy

10.3 Legal Requirements

• We will comply with any legally mandated refund requirements
• Consumer protection laws in your jurisdiction may provide additional rights

11. Non-Refundable Items

The following are never refundable:

• Third-party costs: Domain registrations, hosting fees, software licenses, API fees, stock images, fonts
• Rush fees: Premium charges for expedited delivery
• Consultation fees: Discovery sessions, audits, strategic planning
• Training services: Completed training sessions and workshops
• Travel expenses: Any travel costs incurred for on-site services

12. Chargebacks and Payment Disputes

12.1 Chargeback Policy

• Initiating a chargeback without first contacting us is considered breach of contract
• We will provide all documentation to dispute illegitimate chargebacks
• If you dispute a legitimate charge, you will be responsible for all costs including legal fees
• Work may be suspended immediately upon chargeback notification

12.2 Proper Dispute Process

If you have concerns about charges:

• Contact us first at billing@dkingstech.com
• Provide specific details about the disputed charge
• Allow 5 business days for investigation and response
• We will work in good faith to resolve legitimate billing issues

13. Contact Us

For questions about refunds, cancellations, or billing: