Cancellation Policy

1. One-Time Projects

If you have engaged XenoSoft for a one-time project - such as a workflow audit, custom automation build, or system setup - you may cancel at any time with written notice.

• Cancel anytime by providing written notice to our team
• You are only responsible for paying for work that has been completed up to the date of cancellation
• You retain full ownership of all deliverables produced prior to cancellation
• No penalty fees or cancellation charges apply
• Any deposits paid for unstarted work will be refunded in full

2. Ongoing Services and Subscriptions

For subscription-based services and ongoing engagements, the following terms apply:

Monthly Subscriptions

• Provide at least 30 days written notice before your next billing date
• Your service will continue until the end of your current billing period
• No early termination fees apply
• You may request a data export before your service ends

Annual Subscriptions

• Provide at least 30 days written notice
• Pro-rated refunds are available for the unused portion of your annual term
• No early termination fees apply
• Data export is available for 30 days after cancellation

3. Retainer Agreements

For clients on a retainer arrangement with XenoSoft:

• Provide at least 15 days written notice before the next retainer period
• Unused hours in the current retainer period are forfeited and are not refundable
• We will provide a knowledge transfer of any ongoing work, documentation, and processes
• Access to retainer-specific resources and support ends at the close of the current period

4. How to Cancel

To cancel any service or engagement with XenoSoft, please follow these steps:

• Send written notice to hello@xenosoftsolutions.com with the subject line "Cancellation Request"
• Include your name, company (if applicable), and the service you wish to cancel
• We will acknowledge your cancellation request within 24 hours
• You will receive a written confirmation with the effective cancellation date and any final billing details

5. Post-Cancellation

Data Retention

After cancellation, we will retain your data for 30 days. During this period, you may request a full export of your data. After 30 days, your data will be permanently deleted from our systems in accordance with our data retention policies.

Support

Basic support remains available for 30 days after your cancellation date to help with any transition needs, data exports, or questions about your final billing.

Reactivation

If you wish to resume services, you may reactivate your account within 90 days of cancellation. After 90 days, you will need to set up a new engagement.

6. Special Circumstances

Business Closure

If your business is closing, please let us know as soon as possible. We will work with you to ensure a smooth wind-down, including data export and final deliverables.

Financial Hardship

If you are experiencing financial difficulties, reach out to us. We may be able to offer flexible payment arrangements, a temporary pause, or adjusted service levels.

Service Issues

If you are canceling due to dissatisfaction with our services, we encourage you to contact us first. We value your feedback and will do our best to resolve any concerns before you cancel.

7. Refunds

For detailed information about refunds, including eligibility and processing times, please see our Return Policy.