Refund Policy

1Overview

At Nexflare Dynamics Pvt. Ltd., we are committed to delivering high-quality software development, digital marketing, and technology services. Because our work is service-based and involves significant time, expertise, and resources from project inception, our refund policy reflects the nature of custom professional services rather than off-the-shelf products.

We work transparently with all clients, document project scope clearly, and aim to resolve any concerns before they escalate. If you are dissatisfied with any aspect of our service, please contact us at the earliest opportunity so we can address it.

2Nature of Our Services

Nexflare Dynamics provides custom, bespoke services tailored specifically to each client's requirements. This includes custom software development, web and app development, SaaS development, QA testing, digital marketing, CRM setup, and ongoing maintenance and support.

Because our services involve dedicated human time, specialised expertise, and project-specific resources that cannot be recovered once work has commenced, refunds are not available as a default entitlement. However, we recognise that exceptional circumstances may arise and address these on a case-by-case basis in good faith.

3Advance / Deposit Payments

A non-refundable advance payment (typically 40–50% of the agreed project value) is required before any project work commences. This advance covers:

• Project discovery, planning, and architecture activities
• Team allocation and resource reservation
• Initial design, wireframing, and technical scoping
• Administrative and onboarding costs

4Milestone Payments

Projects are typically structured with milestone-based payments tied to specific deliverables. Each milestone payment is due upon completion and client approval of that milestone. Once a milestone has been approved by the client — whether explicitly or by the client failing to raise objections within the review period specified in the SOW — that milestone payment is non-refundable.

If the Company fails to deliver a milestone substantially in accordance with the agreed specifications through no fault of the Client, the Client may raise a dispute as described in Section 11 and may be eligible for a partial refund or credit for that milestone.

5Refund Eligibility — Quick Reference

6When Refunds May Be Considered

We will consider a refund or partial refund in the following circumstances:

• Cancellation before work commencement — if you cancel your engagement before any work has started, we will refund your advance less an administrative processing fee of ₹5,000 or 10% of the advance (whichever is higher)
• Company failure to deliver — if Nexflare Dynamics is unable to deliver agreed deliverables within a reasonable extended timeframe through no fault of the Client, a pro-rata refund for undelivered work may be issued
• Material deviation from agreed scope — if a deliverable substantially fails to meet the specifications documented in the SOW and we are unable to rectify it after being given a reasonable opportunity to do so (typically 2 revision rounds), a partial refund may be discussed

7Non-Refundable Circumstances

Refunds will not be issued in the following circumstances:

• Client changes their mind, business direction, or project scope after work has commenced
• Client fails to provide required content, approvals, or feedback causing project delays
• Client is dissatisfied with approved and accepted deliverables
• Client requests features or changes outside the agreed scope and is dissatisfied when they are quoted as additional work
• Delays caused by third-party platforms, APIs, or services outside our control
• Post-launch performance of the product in the market (e.g., low traffic, low conversions) which depends on factors outside our control
• Digital marketing results that do not meet the Client's expectations, as results depend on market conditions, competition, and platform algorithms

8Digital Marketing & Retainer Services

For digital marketing services (SEO, PPC, Social Media Marketing, Email Marketing) and ongoing maintenance or support retainers:

• Monthly retainer fees are non-refundable once the billing cycle has commenced and work for that period has been allocated
• Clients may cancel retainer agreements by providing 30 days' written notice. No refund is provided for the notice period month
• Ad spend budgets passed through to third-party platforms (Google, Meta, LinkedIn, etc.) are non-refundable as these are paid directly to the platform. Any unused ad budget may be subject to the platform's own refund or credit terms
• Setup fees for marketing campaigns or CRM configurations are non-refundable

9Third-Party Costs

Costs incurred with third-party providers on behalf of the Client — including domain registration, hosting, SSL certificates, software licences, stock assets, API subscriptions, and cloud infrastructure — are non-refundable as they are subject to the terms of those respective third-party providers.

Where possible, we will advise clients before incurring significant third-party expenses and will obtain written approval for costs above a threshold agreed in the SOW.

10Refund Process & Timeline

If you believe you are eligible for a refund under this policy, please follow these steps:

• Contact us in writing at enquiry@nexflaredynamics.com with your project details, the amount in question, and the reason for your refund request
• We will acknowledge your request within 3 business days
• Our team will review the request and respond with a decision within 10 business days
• If a refund is approved, it will be processed within 7–14 business days via the original payment method

Refunds are processed in Indian Rupees (INR). Any foreign exchange differences, transaction fees, or bank charges are the responsibility of the Client.

11Disputes

If you are dissatisfied with our decision regarding a refund request, you may escalate the matter by writing to our management team at enquiry@nexflaredynamics.com with the subject line "Refund Dispute — [Your Project Name]".

Both parties agree to attempt resolution through good-faith negotiation for a period of 30 days before initiating any formal legal proceedings. Any unresolved disputes shall be subject to the jurisdiction of the courts in Pune, Maharashtra, India.

12Contact Us

For any refund-related queries or requests, please reach out to our team: