Cancellation Policy
Clear terms for cancelling our services and projects
Flexible Cancellation
We understand that business needs change. Our cancellation policy is designed to be fair and transparent for all parties.
One-Time Projects
Custom Development & Automation Projects
- Anytime Cancellation: You can cancel a project at any time with written notice
- Payment for Completed Work: You'll be charged only for work completed up to the cancellation date
- Deliverables Ownership: You retain ownership of all completed work and source code
- Documentation Handover: We'll provide complete documentation for all completed work
- No Penalty Fees: No additional cancellation fees or penalties
Ongoing Services
Monthly/Annual Subscriptions
- 30-Day Notice: Provide 30 days written notice before your next billing cycle
- Service Continuation: Services continue until the end of your current billing period
- No Early Termination Fees: No penalties for cancelling before contract end
- Data Export: We'll help you export your data before service termination
- Pro-rated Refunds: Unused portions of annual subscriptions are refunded
Retainer Agreements
Monthly Retainer Services
- Flexible Cancellation: Cancel with 15 days written notice
- Unused Hours: Unused retainer hours are forfeited upon cancellation
- Ongoing Projects: Active projects can continue on an hourly basis
- Knowledge Transfer: We'll provide documentation for ongoing projects
How to Cancel
Cancellation Process
- Written Notice: Send cancellation request to hello@xenosoftsolutions.com
- Include Details: Specify the service/project being cancelled and effective date
- Confirmation: We'll confirm receipt within 24 hours
- Final Invoice: You'll receive a final invoice for any outstanding work
- Data Handover: We'll arrange for data transfer and documentation delivery
Post-Cancellation
What Happens After Cancellation
- Service Termination: All services stop at the agreed cancellation date
- Data Retention: We retain your data for 30 days after cancellation for recovery purposes
- Support Period: 30 days of basic support for questions about delivered work
- Reactivation: Services can be reactivated within 90 days without setup fees
- Future Work: You're welcome to engage us for new projects anytime
Special Circumstances
Force Majeure & Emergency Cancellations
- Business Closure: Immediate cancellation available with documentation
- Financial Hardship: We'll work with you to find a solution
- Service Issues: If we can't deliver as promised, immediate cancellation is available
- Legal Requirements: Compliance-related cancellations are handled immediately
Refund Policy
Refunds are processed according to our Return Policy. Generally, you'll receive refunds for:
- Unused Services: Portions of services not yet delivered
- Annual Subscriptions: Pro-rated refunds for unused months
- Project Deposits: Refunds for work not yet started
- Processing Time: Refunds processed within 5-10 business days
Contact Information
Need to Cancel?
We're here to help make the cancellation process as smooth as possible. Contact us with any questions or to initiate a cancellation.
Email: hello@xenosoftsolutions.com
Contact Form: Use our contact form
Response Time: We respond to all cancellation requests within 24 hours
Policy Updates
This cancellation policy may be updated from time to time. Any changes will be posted on this page with an updated revision date. Existing clients will be notified of significant changes via email.
Last Updated: January 2024
Questions About Cancellation?
We understand that cancelling services can be stressful. We're committed to making the process as straightforward as possible. Don't hesitate to reach out with any questions.
Contact Us