Refund
Policy

1. Nature of Our Services

AutomatAI Services delivers custom-built AI automation systems, software integrations, agent deployments, and professional advisory services. Because our work is bespoke — engineered specifically for each client's unique business environment, processes, and goals — the standard retail refund model does not directly translate to our service model.

Our services represent substantial time, skilled labor, technical resources, and intellectual effort from the moment an engagement begins. This policy is designed to be fair to both parties: protecting you when we genuinely fail to deliver what was agreed, while recognizing that custom professional work cannot simply be returned. We encourage you to read this policy carefully and ask any questions before signing a service agreement.

2. Project Deposits

Most project engagements require a deposit — typically 50% of the total agreed project fee — paid before work commences. This deposit covers initial discovery sessions, architecture planning, resource allocation, tool provisioning, and project onboarding activities.

3. Mid-Project Cancellations

If you choose to terminate an engagement after work has commenced but before the project reaches completion, the following terms apply:

• You are responsible for payment of all work completed and expenses incurred through to the date of written termination notice, calculated on a pro-rata or milestone basis as defined in your service agreement.
• If payments already made exceed the verified value of work completed, AutomatAI Services will issue a credit or refund for the difference, minus any non-recoverable costs such as third-party licenses, platform setup fees, or API credits procured specifically for your project.
• If payments made are less than the value of work completed, you will receive an invoice for the outstanding balance, due within 15 days of the termination date.
• Upon receipt of all outstanding amounts, we will deliver all completed work product to you in its current state.

All terminations must be communicated in writing to contact@automatai-services.com. Verbal or informal cancellations are not accepted for billing or refund calculation purposes.

4. Completion-Based Refund Eligibility

Once a project has been delivered, formally accepted, or deployed into your environment, fees paid are generally non-refundable. However, refunds or service credits may be considered in the following specific circumstances:

Significant Delivery Failure: If AutomatAI Services materially fails to deliver the core functionality explicitly agreed upon in the Statement of Work, and we are unable to remedy the failure within a reasonable cure period not exceeding 30 days from receipt of written notice, you may be eligible for a partial or full refund of fees paid for the undelivered components.

Documented Technical Defect: If a delivered system contains a critical defect or malfunction that renders it non-functional for its primary intended purpose, and our team is unable to resolve the issue within 21 days of receiving written notice with documentation, we will evaluate a proportional credit or refund based on the verified impact of the defect.

Dissatisfaction with results that are subjective or depend on external factors — such as team adoption rates, data quality provided by the client, market conditions, or performance outcomes tied to client-controlled variables — does not constitute grounds for a refund under this policy.

5. Retainer and Monthly Service Agreements

For ongoing retainer arrangements billed on a monthly basis, the following terms apply:

• Monthly retainer fees are non-refundable once the billing period has commenced and any service activity has occurred within that period.
• You may cancel a retainer arrangement with thirty (30) days written notice delivered to contact@automatai-services.com. Cancellation takes effect at the conclusion of the billing period following the required notice period.
• If you cancel within the first 30 days of a new retainer and no substantive work has been performed in that billing period, we will review refund eligibility on a case-by-case basis at our discretion.
• Unused service hours or credits within a given monthly retainer period do not roll over to subsequent months and are not eligible for refund unless your specific written agreement explicitly provides for rollover provisions.

6. Third-Party Costs and Platform Fees

Our services frequently involve third-party tools, platforms, APIs, and software licenses that are procured on your behalf as part of the engagement. These costs are passed through to you at cost and are explicitly non-refundable, as they are governed by the independent terms of service and refund policies of the respective third-party vendors — over which AutomatAI Services has no control.

Examples include but are not limited to: AI API usage credits, CRM platform setup and licensing fees, cloud hosting and computing charges, automation platform subscriptions, communication infrastructure costs, and vector database fees. AutomatAI Services will always identify these costs transparently in the project agreement before any such expense is incurred.

7. How to Submit a Refund Request

To initiate a refund request, please contact us in writing at contact@automatai-services.com with the subject line: Refund Request — [Your Company Name]. Your written request must include:

• Your full name and the name of your organization.
• The date your service agreement was executed and, where applicable, the project name or internal reference number.
• A clear and specific description of the grounds for your refund request, referencing the relevant provisions of this policy or your signed service agreement.
• Any supporting documentation, system screenshots, error logs, or email communications that substantiate your claim.

We will acknowledge receipt of your refund request within 3 business days. A full written response — including our determination and rationale — will be provided within 15 business days. Where additional investigation or information is required, we will notify you of the expected extended timeline before the 15-day deadline.

8. Refund Processing and Method

All approved refunds will be processed within 10 business days of our final written approval. Refunds will be issued to the original payment method used for the transaction. AutomatAI Services is not responsible for any delays caused by financial institutions, payment network processing times, or banking system latency once the refund has been initiated from our end.

Where the original payment method is no longer valid or accessible, we will work with you in good faith to arrange an appropriate alternative refund method. Currency conversion differences, foreign transaction fees, or exchange rate fluctuations between the original payment date and the refund date are not covered by this policy.

9. Dispute Resolution

We are committed to resolving all billing and refund disputes fairly, efficiently, and with genuine good faith on our side. If you disagree with the outcome of a refund determination, you may formally escalate the matter by submitting a written request for senior review. Your escalation should include a clear summary of the issue, a copy of the original refund request, our initial response, and your specific objection to that response.

A senior representative will review the escalated matter and provide a final written response within 10 business days. If direct resolution remains impossible, both parties agree to participate in good-faith mediation before initiating any formal legal proceedings, as described in our Terms of Service.

10. Exceptional Circumstances

We recognize that extraordinary circumstances — including documented force majeure events, verifiable medical emergencies, or other genuinely exceptional situations — may warrant consideration and flexibility outside the standard terms of this policy. In any such case, we encourage you to contact us directly to discuss your specific situation openly and honestly.

AutomatAI Services will evaluate all such requests with good faith, fairness, and human judgment as guiding principles. This policy does not limit or affect any statutory rights you may have under applicable consumer protection or commercial law. Where your statutory rights by law provide greater protection than this policy, those statutory rights shall take precedence.

11. Changes to This Policy

AutomatAI Services may update this Refund Policy from time to time to reflect changes in our business practices, service offerings, or legal requirements. Updates will take effect upon posting to our website with a revised "Last updated" date prominently displayed. All refund requests will be evaluated and adjudicated under the policy that was in effect at the time of the original service agreement — not the date on which a refund request is submitted.