This policy outlines the terms for project cancellation, scope reduction, and the associated refund procedures for services rendered by AimTech Solution.

1. Service Commitment and Project Fees

At AimTech Solution, all projects are customized service contracts. Fees are generally charged in phases (Discovery/Planning, Development, Deployment) to compensate for time, resources, expertise, and intellectual property developed up to the point of cancellation.

Non-Refundable Deposits: All initial setup fees, discovery phase fees, or retainer deposits paid to initiate the project are non-refundable. These cover immediate project setup, resource allocation, and essential initial consulting time.
Hourly Work: Services rendered on an hourly basis are billed for the time utilized and are non-refundable.

2. Project Cancellation

A project can be cancelled by the Client or AimTech Solution under the following terms:

A. Cancellation by Client

Written Notice: Cancellation requests must be submitted in writing via email to the assigned Project Manager.
Refund Calculation: The Client will be invoiced for all hours of work completed by the AimTech team up to the date the written cancellation notice is received.
Any amount remaining from fees paid, after deducting the non-refundable deposit and the value of all completed work, will be eligible for a refund.

Example: If the client paid Phase 1 fee of $5,000, and $3,500 worth of work has been completed, the eligible refund is $1,500.

B. Cancellation by AimTech

AimTech Solution reserves the right to terminate a contract if the Client:

Fails to provide critical information, feedback, or assets required for project continuity within a 30-day period.
Fails to make required phase payments within 15 days of the due date.

In the event AimTech Solution cancels due to the Client's breach of contract, the Client will be invoiced for all work completed, and no refund will be issued.

3. Refund Eligibility and Process

A. Eligibility

Refunds are calculated based on the unused portion of pre-paid project phases after deducting completed work and the initial non-refundable deposit.
No Refunds for Completed Work: Once a specific project phase (e.g., Discovery, UI/UX Design, Development Milestone) has been approved by the client and the invoice for that phase has been paid, that payment is non-refundable.
Managed Services/Support: Fees for monthly, quarterly, or annual managed services (e.g., hosting, maintenance, monitoring) are only refundable for the unused, full calendar months remaining on the pre-paid term.

B. Refund Process

Assessment

Upon receiving a cancellation notice, AimTech Solution will prepare a final invoice detailing all work completed and hours utilized up to the cancellation date.

Calculation

The eligible refund amount will be calculated (Total Paid - Non-Refundable Deposit - Value of Work Completed).

Issuance

Refunds will be issued via bank transfer or the original payment method within 30 business days of mutual agreement on the final refund amount.

4. Post-Cancellation Intellectual Property (IP)

Transfer of IP: If a refund is issued, the Client will receive all working files and intellectual property (IP) corresponding only to the payments retained by AimTech Solution (i.e., the work that has been paid for).
Withholding IP: If a cancellation occurs and the Client has outstanding payments for work completed, AimTech Solution retains all rights and ownership to the completed code, designs, and documentation until all outstanding fees are settled.

Note: By engaging AimTech Solution for a project, the Client acknowledges and agrees to the terms and conditions outlined in this Cancellation & Refunds Policy.