Refund Policy

At CodeCampCA, we are committed to delivering high-quality software development services that meet your expectations. This Refund Policy outlines the terms under which refunds may be requested and processed for our services. Please read this policy carefully before engaging our services.

1. Overview

Due to the custom nature of software development services, our refund policy is designed to be fair to both parties while recognizing that significant time, resources, and expertise are invested in each project. We work closely with our clients throughout each engagement to ensure satisfaction and minimize the likelihood of refund requests.

2. Eligibility for Refunds

2.1 Refund-Eligible Situations

You may be eligible for a full or partial refund under the following circumstances:

• Project Not Started: If you request cancellation before any work has commenced on your project, you are entitled to a full refund of any deposits paid, minus a 5% administrative fee.
• Service Failure: If we fail to deliver agreed-upon services as specified in your Statement of Work and cannot remedy the situation within a reasonable timeframe, you may be eligible for a refund of fees paid for undelivered work.
• Material Misrepresentation: If we materially misrepresent our capabilities or the scope of services, resulting in deliverables that fundamentally fail to meet the agreed specifications.
• Mutual Agreement: If both parties agree in writing that the project should be terminated with a refund.

2.2 Non-Refundable Situations

Refunds are generally not available in the following circumstances:

• Work Completed: For services that have been delivered and accepted, or work that has been completed according to the agreed specifications.
• Change of Mind: If you change your mind about the project direction, features, or requirements after work has begun.
• Third-Party Issues: Problems arising from third-party services, hosting providers, or external integrations outside our control.
• Client Delays: Project delays or issues caused by late feedback, missing information, or failure to meet your responsibilities as outlined in our agreement.
• Subjective Dissatisfaction: Disagreements over design choices, color schemes, or other aesthetic elements that meet the agreed specifications but don't match personal preferences.

3. Refund Amounts

3.1 Full Refunds

Full refunds (minus administrative fees) may be issued when:

• Cancellation is requested before project commencement
• We are unable to deliver any portion of the agreed services
• There has been a fundamental breach on our part

3.2 Partial Refunds

Partial refunds are calculated based on:

• The percentage of work completed at the time of cancellation
• Time and resources already invested in the project
• Any deliverables that have been provided and accepted
• Third-party costs incurred on your behalf (software licenses, hosting, etc.)

3.3 Calculation Method

For projects billed on a fixed-price basis, refund amounts will be calculated as follows:

Refund Amount = Total Paid - (Hours Worked × Hourly Rate) - Third-Party Costs - Administrative Fee

Our standard hourly rate for refund calculations is $175 CAD per hour.

4. Refund Request Process

4.1 How to Request a Refund

To request a refund, please follow these steps:

1. Contact Us: Submit your refund request in writing to [email protected] or contact your project manager directly.
2. Provide Details: Include your project name, invoice number(s), and a detailed explanation of the reason for your refund request.
3. Documentation: Attach any relevant documentation supporting your request (communications, deliverables received, etc.).

4.2 Review Process

Upon receiving your refund request:

• We will acknowledge receipt within 2 business days
• Our team will review your request and project documentation
• We may request additional information or schedule a call to discuss
• A decision will be communicated within 10 business days

4.3 Processing Time

If your refund is approved:

• Credit card refunds: 5-10 business days
• Bank transfer refunds: 5-7 business days
• Check refunds: 10-14 business days

Please note that your bank or credit card company may take additional time to post the refund to your account.

5. Project Cancellation

5.1 Client-Initiated Cancellation

If you wish to cancel an ongoing project:

• Provide written notice at least 14 days in advance
• You will be invoiced for all work completed to date
• Any unused portion of prepaid fees may be refunded, subject to this policy
• You will receive all completed deliverables and work in progress

5.2 CodeCampCA-Initiated Cancellation

In rare circumstances, we may need to cancel a project due to:

• Unresolved payment issues
• Repeated scope changes that make the project unfeasible
• Discovery of requirements that conflict with our values or policies
• Circumstances beyond our control

If we initiate cancellation, you will receive a refund for all work not yet delivered.

6. Dispute Resolution

If you disagree with our refund decision:

1. Appeal: You may appeal the decision in writing within 14 days, providing additional information or documentation.
2. Review Meeting: We will schedule a meeting to discuss your concerns and attempt to reach a mutually agreeable resolution.
3. Mediation: If we cannot resolve the dispute internally, either party may request mediation through a mutually agreed-upon mediator.
4. Arbitration: As a final resort, disputes will be resolved through binding arbitration as outlined in our Terms and Conditions.

7. Exceptions and Special Circumstances

We understand that exceptional circumstances may arise. We review each refund request on a case-by-case basis and may make exceptions to this policy at our discretion for:

• Long-term clients with an established relationship
• Documented emergencies or unforeseen circumstances
• Situations where our services genuinely failed to meet reasonable expectations

8. Quality Guarantee

To minimize refund situations, we offer:

• 90-Day Warranty: Free bug fixes and corrections for 90 days after project completion
• Regular Reviews: Milestone reviews throughout the project to ensure alignment with your expectations
• Clear Communication: Transparent project management with regular updates and feedback opportunities
• Revision Rounds: Built-in revision cycles for design and development work

9. Contact Us

If you have questions about this Refund Policy or wish to discuss your specific situation, please contact us:

CodeCampCA Refund Department
350 Bay Street, Suite 1200
Toronto, ON M5H 2S6
Canada

Email: [email protected]
Phone: +1 (416) 847-2953

Business Hours: Monday - Friday, 9:00 AM - 6:00 PM EST

10. Policy Updates

We reserve the right to update this Refund Policy at any time. Changes will be effective immediately upon posting to our website. Your continued use of our services after any changes indicates acceptance of the updated policy. We encourage you to review this policy periodically.