At CodeHaven Solutions, we are committed to delivering exceptional digital services and maintaining complete transparency in all client relationships. We understand that business circumstances change, and we approach every refund request with genuine fairness, professionalism, and a commitment to reaching an equitable outcome.

This Refund Policy applies to all services provided by CodeHaven Solutions, including but not limited to web development, technical support programs, system configuration, workflow automation, web platform support, consultation, and any other service offerings present or future. Please read this policy carefully before engaging our services.

This policy forms a binding part of the overall contractual agreement between you and CodeHaven Solutions, alongside our Terms of Service. In all cases, our goal is to ensure that you receive the full value of what you have paid for, and that any resolution is handled with respect and clarity on both sides.

For project-based engagements, an initial deposit is required to secure your project slot, initiate planning, and begin allocating team resources to your work. Deposit refund eligibility is as follows:

• Full deposit refund: Available if a written cancellation request is submitted within 48 hours of deposit payment and before any project work has commenced in any form
• 50% deposit refund: Available if cancellation is requested in writing after 48 hours but before work commencement, subject to review and approval
• No deposit refund: Once any project work has commenced, the initial deposit is non-refundable. This compensates for time allocated to planning, scheduling, discovery, and resources reserved exclusively for your project

Work is considered "commenced" upon the first substantive action taken by our team directly related to your project. This includes but is not limited to: project kickoff calls, discovery or requirements sessions, wireframing or design mockup work, technical architecture planning, code scaffolding, or any research conducted specifically for your engagement.

Deposit cancellation requests must be submitted in writing to the contact information listed at the bottom of this document. Verbal or informal requests will not be considered valid for refund purposes.

Once a project has been completed and delivered, and the final payment has been collected, refunds are generally not available. CodeHaven Solutions stands firmly behind the quality of all delivered work. The following conditions govern post-delivery refund eligibility:

• Material defects must be reported in writing within 14 calendar days of the delivery date
• Confirmed defects caused by our team's error will be corrected at no additional charge within a reasonable timeframe
• If a material defect cannot be corrected to a professional standard after two documented correction attempts, a partial or full refund may be issued at our reasonable discretion
• Dissatisfaction arising from changes in your business requirements, shifts in design preference, or subjective aesthetic disagreements that do not constitute a technical or functional defect does not qualify for a refund

Client approval of deliverables — whether given explicitly in writing or implicitly by putting the work into active use — constitutes formal acceptance. Post-acceptance refund claims are subject to a higher standard of review and will only be considered in cases of demonstrable, material failure to meet the documented project specifications.

Monthly retainer and ongoing support services are billed at the start of each billing cycle. The following refund terms apply to these recurring engagements:

• Full monthly refund: Available if a written cancellation request is submitted within 5 business days of the billing date and no retainer services have been rendered during that billing cycle
• Prorated refund: If services were partially rendered in a given billing cycle and cancellation is requested due to circumstances genuinely outside the Client's control, a prorated refund reflecting unused service days may be considered at our discretion
• No refund: Once retainer services for a given billing period have been substantially rendered, no refund is available for that period regardless of when cancellation is submitted

To cancel a monthly retainer, written notice must be provided a minimum of 30 days prior to the next billing date. Cancellation requests that do not meet this notice requirement will result in one final billing cycle charge before the retainer is discontinued.

Unused retainer hours do not roll over to subsequent billing periods unless explicitly agreed upon in the service agreement. Hours are allocated on a use-it-or-lose-it basis within each billing cycle unless otherwise stated in writing.

Consultation sessions, strategy calls, technical advisory engagements, and similar one-time or packaged advisory services are subject to the following refund terms:

• Cancellation more than 48 hours before session: Full refund of session fee
• Cancellation within 24–48 hours of session: 50% refund of session fee
• Cancellation within 24 hours of session: No refund; session fee is forfeited
• Rescheduling (more than 24 hours before session): One rescheduling permitted at no charge per engagement
• Rescheduling (less than 24 hours before session): Counted as a session use; a new session must be booked and paid for
• No-show without notice: Session fee is forfeited entirely with no refund or rescheduling credit

Once a consultation session has been completed, the associated fee is non-refundable regardless of whether the outcome met your expectations. We encourage all clients to prepare questions and objectives in advance to maximize the value of any consultation engagement.

System configuration and technical setup services involve substantial time, expertise, and resource allocation from our team. Refund eligibility for these services is structured as follows:

• If cancellation is requested before any configuration work has commenced, the full prepayment (minus the non-refundable deposit as applicable) will be refunded
• Work completed to the point of cancellation will be billed at the applicable hourly or project rate, and any remaining balance from a prepayment will be refunded after deducting completed work value
• If all configuration work has been fully completed and the configured systems are operational and accessible to the Client, no refund is available
• If systems were configured incorrectly due to our error, we will correct the configuration at no charge or, if correction is not feasible, provide a partial refund proportional to the extent of the error

Configuration services often depend on third-party platform behaviors, Client-provided credentials, and infrastructure variables beyond our control. Issues arising from third-party platform changes, Client-side environment modifications, or inaccurate information provided during onboarding are not covered under our defect correction obligation.

Workflow automation and service integration projects are governed by the same general project-based refund structure with the following additional provisions:

• Any third-party integration platform costs, API subscription fees, or software licensing costs incurred on your behalf as part of an automation project are explicitly non-refundable and will be deducted from any applicable refund calculation
• If automation systems are delivered and independently confirmed as operational by either party, associated fees are non-refundable
• If automation systems fail to perform as specified in the documented SOW due to our implementation error, we will correct the automation or provide a partial refund proportional to the scope of failure
• Changes to third-party platforms, APIs, or services after delivery that break an automation workflow are not our liability unless a maintenance agreement is in place

We strongly recommend that all automation deliverables be tested in a staging or non-production environment prior to going live. We are available to support testing as part of the project engagement. Issues identified after live deployment that were not caught during an available testing phase may not qualify for free correction.

All refund requests must be submitted in writing to the contact information listed at the bottom of this document. To ensure prompt processing, your refund request should include the following information:

• Your full legal name and company name (if applicable)
• The specific service or project for which you are requesting a refund
• The invoice number or payment transaction reference
• The date of payment and the amount paid
• A clear, specific description of the reason for your refund request
• Any supporting documentation, communications, or evidence relevant to your claim

Upon receiving your request, CodeHaven Solutions will acknowledge receipt within 3 business days and provide a final written determination within 10 business days. In complex cases requiring additional review, we will notify you of any extension to that timeline.

Approved refunds are processed within 7–14 business days of written approval. Refunds are returned via the original payment method where technically possible. Processing times may vary based on your financial institution and payment method. We are not responsible for any delays caused by banks, payment processors, or financial institutions after the refund has been issued on our end.

Regardless of the circumstances of cancellation or request, the following items and fees are explicitly non-refundable under any conditions:

• Third-party software licenses, SaaS subscriptions, or digital tools purchased on your behalf
• Domain registration fees or annual domain renewal costs incurred on your behalf
• Hosting setup fees, cloud infrastructure provisioning costs, or similar technical infrastructure expenses
• Rush fees or expedited turnaround premiums paid for accelerated delivery timelines
• Work already fully delivered, formally accepted, and placed into active production use
• Initial consultation fees where the consultation session was completed in full
• Any services for which a refund request is submitted more than 90 calendar days after the original payment date
• Transaction fees or payment processing fees charged by third-party payment platforms

These exclusions exist because the costs listed above represent real expenditures made directly on your behalf that cannot be recovered by CodeHaven Solutions regardless of the project outcome. We will always be transparent about any third-party costs before incurring them.

We are committed to resolving all refund-related disagreements fairly and in good faith. If you are not satisfied with our initial refund determination, you may escalate your concern in writing directly to our principal contact for a secondary review. We take all escalations seriously and will provide a written response within 5 business days of escalation.

Unresolved disputes that cannot be settled through direct communication are subject to the dispute resolution procedures outlined in our Terms of Service, including binding arbitration conducted in Newport, Kentucky, under the rules of the American Arbitration Association.

We would rather resolve any issue directly and reach a fair outcome for both parties. Our team is always available to discuss concerns openly and honestly before escalation becomes necessary.

CodeHaven Solutions reserves the right to modify or update this Refund Policy at any time. Changes will be effective upon posting to our website or direct written notification to active clients. The version of this Refund Policy in effect at the time of your original payment governs your refund eligibility for that specific transaction.

We encourage all clients to review this policy prior to making any payment and to retain a copy for their records. If you have questions about how this policy applies to your specific engagement, please contact us before making payment so we can clarify any terms that are unclear.