Refund and Cancellation Policy

Policy Overview

This policy outlines the terms and conditions for refunds and cancellations of AI Flow Pro services. We are committed to delivering exceptional automation solutions while maintaining fair and transparent refund practices.

Consultation Services

Free Strategy Sessions

• No refund applicable as no payment is required
• Cancellation requires 24-hour advance notice
• No-show policy: Future free sessions may be restricted

Paid Consultation Services

• Full refund: If cancelled within 24 hours of booking
• No refund: Cancellations made less than 24 hours before session
• Rescheduling: Allowed once without penalty within 7 days

Monthly Subscription Services

All subscription plans (Starter, Growth, Enterprise) follow the same cancellation and refund terms.

Cancellation Process

• Immediate termination: Services stop immediately upon cancellation request
• No advance notice required: Cancel anytime
• Access removal: All service access terminated within 24 hours

Refund Calculation

• Partial refund available: Based on unused days in current billing period
• Work performed deduction: Hours worked charged at $150/hour
• Third-party expenses deducted: All hosting, tools, and service fees already paid
• Minimum deduction: $50 processing fee applies to all refunds

Non-Refundable Items

• Software licenses and subscriptions purchased
• Domain registrations and hosting fees
• Third-party integration costs
• Time already spent on maintenance and optimization

Custom Project Services

Project Refund Policy

• Before work begins: Full refund minus $100 processing fee
• After work starts: Refund = Total paid – (Hours worked × $150) – Third-party costs – Processing fee
• Completed projects: No refunds after final delivery and approval
• Change requests: Additional scope changes are non-refundable

What You Keep

• All completed work and deliverables
• Project documentation and analysis
• Access credentials and setup information
• Training materials provided

Performance Guarantees

Technical Issues

• Bug fixes: 14 days free support after delivery
• System failures: We’ll fix issues caused by our work
• Client system changes: Additional charges apply for fixes needed due to client modifications

Performance Claims

• Results depend on client usage: We provide tools, results depend on implementation
• No ROI guarantees: Business results vary by industry and usage
• Technical functionality only: We guarantee our work functions as designed

Non-Refundable Items – All Services

Third-Party Expenses

• Software licenses and subscriptions
• Domain registrations and hosting fees
• Email services and communication tools
• Integration and API fees
• Any external service costs already incurred

Time and Labor Costs

• Work performed: All time spent on your project charged at $150/hour
• Consultation time: Strategy sessions and planning meetings
• Research and analysis: Time spent understanding your business needs
• Communication: Emails, calls, and project coordination time

Important: These costs are deducted from any refund calculation to ensure fair compensation for work completed and expenses incurred.

Cancellation Process

How to Cancel

1. Email notification: Send cancellation request to hello@aiflowpro.online
2. Subject line: “Service Cancellation – [Your Company Name]”
3. Required information: Account details, reason for cancellation, effective date
4. Confirmation: We’ll confirm cancellation within 2 business days

Data and Access

• Automation ownership: You retain all deployed workflows
• Data export: We’ll provide data exports within 30 days if requested
• Access removal: Our access to your systems removed within 7 days
• Documentation: You keep all project documentation and training materials

Refund Processing

Processing Timeline

• Review period: 5-10 business days to review refund request
• Approval notification: Email confirmation of approved refunds
• Payment processing: 7-14 business days to process refund
• Payment method: Refunded to original payment method

Partial Refunds

Partial refunds may be issued when:

• Service was partially delivered before cancellation
• Performance guarantees are partially met
• Technical issues prevented full service delivery
• Mutual agreement reached for service modifications

Dispute Resolution

Internal Resolution Process

1. Initial request: Submit detailed refund request with supporting documentation
2. Review period: We’ll review and respond within 10 business days
3. Discussion: Direct communication to resolve concerns
4. Final review: Senior management review if initial resolution unsuccessful

External Resolution

If internal review does not resolve the dispute:

• Mediation through mutually agreed mediator
• Better Business Bureau complaint process
• Provincial consumer protection agency
• Legal proceedings as final resort

Special Circumstances

Force Majeure

• Service interruptions: Due to circumstances beyond our control
• Refund policy: Pro-rated refunds for extended outages (7+ days)
• Make-good policy: Extended service or credits for shorter disruptions

Client-Requested Changes

• Scope changes: Additional fees apply, no refunds for original scope
• Technology changes: Client-requested platform switches incur additional costs
• Timeline changes: Client-caused delays may result in additional charges

Policy Updates

Changes to This Policy

• Notification: 30 days advance notice for policy changes
• Existing contracts: Current agreements remain under original terms
• New agreements: Updated policy applies to new service contracts