Refund & Cancellation Policy
Last Updated: 31 March, 2026
Kairosys (Pvt.) Ltd (“Kairosys”, “we”, “our”, “us”) provides software development, SaaS solutions, AI integrations, and digital services. This Refund & Cancellation Policy governs all services offered through Kairosys or via contracts with clients.
By engaging with our services, you acknowledge and agree to the terms outlined here.
1. Scope
This policy applies to:
- Custom software development projects
- SaaS subscriptions and licensing
- AI/ML service engagements
- Cloud, DevOps, and consulting services
It does not cover third-party tools, products, or services purchased or licensed separately.
2. Payment & Deposits
- All projects require a minimum advance deposit of 30% of the total project fee unless otherwise agreed in a contract.
- Payments are generally divided based on milestones, as specified in the project proposal or contract.
- Milestone payments are non-refundable once the work for that milestone has commenced or been delivered.
3. Refund Conditions
Kairosys maintains a strict no-refund policy except under these limited conditions:
- Service Not Rendered: If we fail to start the project or deliver the agreed service within the specified timeframe without justification, the client may request a refund of the paid advance (If not justifed).
- Duplicate Payment or Billing Error: Refunds are granted for accidental overpayments or technical billing errors.
- Non-Compliance by Kairosys: Refunds may be considered if we materially fail to meet contractual obligations.
All refund requests must be submitted in writing to [email protected] within 14 days of the applicable milestone or payment.
4. Cancellation by Client
- A client may request cancellation at any stage.
- Refund of advance payments depends on work completed and resources allocated:
| Stage | Refund Eligibility |
|---|---|
| Before project start | Full refund of deposit minus 5% administrative fee |
| After project start / milestone initiated | No refund on work completed + non-refundable deposit applies |
| After final delivery | No refund |
- Any additional costs incurred by Kairosys for third-party services purchased for the client will be deducted from any refundable amount.
5. Cancellation by Kairosys
We reserve the right to terminate a project if:
- Client fails to provide necessary information or approvals
- Client violates terms of service or contracts
- Payment terms are breached
In such cases:
- Payments for completed milestones are retained
- Refund of unutilized advance may be considered at our discretion
- Third-party costs incurred are non-refundable
6. SaaS / Subscription Services
- Monthly or annual subscription fees are non-refundable once the billing cycle starts.
- Service interruptions due to maintenance or upgrades do not qualify for refunds.
- Cancellation must be submitted via written notice at least 7 days prior to next billing cycle to avoid automatic renewal charges.
7. Dispute Resolution
- Refund disputes should first be addressed via direct communication to [email protected].
- If unresolved, disputes will be handled according to relevant contract terms.
8. Protecting Company Interests
- All refund and cancellation terms are designed to ensure resources and costs are covered.
- Milestone-based payment structures are enforced to prevent financial loss.
- Non-refundable deposits safeguard planning, human resources, and third-party expenses.
9. Contact Information
If you have any questions regarding these Terms, please contact:
Kairosys (Pvt.) Ltd
Email: [email protected]
Website: https://kairosys.org
